REGISTRAR - Alexandria, VA (full-time)

Cassandra Gravina · August 2021

POSITION SUMMARY
The primary role of the Registrar is to manage and facilitate student course registration for all degree programs. The Registrar will also take a lead in developing course schedules and the academic calendar, producing transcripts for current students and graduates, serves as the administrator for the Student Information System (SIS), and assists with administering the Learning Management System, particularly as it interfaces with the SIS. The Registrar will monitor student progress in maintaining the required number of credits, completing required courses, and reporting to the Vice President for Academic Administration student progress towards degree completion, providing grade point averages for the awarding of graduation with honors. As administrator of the SIS, the Registrar also has oversite for the community intranet functions, including directory, Hub resource boards and calendars.

ESSENTIAL FUNCTIONS

Manages the registration process and systems, pertinent website information and disclosures, and Learning Management System (LMS) coordination
- Keeps curriculum databases up to date
- Creates weekly academic schedule for each semester and term
- Assures system has accurate and current courses
- Assures online registration process operates smoothly without interruption
- Assures LMS sites are populated
- Manages transcripts and degree verifications as needed
- Produces enrollment reports for management: internal analysis, ATS, NSLDS, etc.
- Responsible for checking syllabi and reading lists are posted to the LOR on the LMS
- When not directly responsible for these functions in the Doctoral program, oversees and advises the Doctoral Program Coordinator on completing these functions
- Liaise with Washington Theological consortium, sending and processing cross-registrations and providing course listings and statistical information
- Manages emergency contact information and other releases as required
- Manages transcript requests online through National Clearinghouse- as needed and at end of the semester for Dioceses as requested
Provides first-level academic advising for all students in the Master’s program (deferring to faculty and VPAA as needed)
- charting paths for incoming students, especially transfer students
- supplying students and advisors with degree audits
- registration reminders and guidance for ongoing students
- tracking the academic status of all students especially those with have research, thesis writing, and continuation fees for Doctoral programs
- updating and maintaining degree progress functionality within the SIS
Assists the Master’s admissions and financial aid process
- Determine valid transfer credits to accept for incoming students (deferring to program directors and VPAA as needed)
- "Second-stop" (assuming the Director of Admissions is the first-stop) for answering curricular and course transfer questions for prospective students
- Processing student accounts once they have been enrolled as incoming students by the admissions office
- Provides enrollment confirmation letters as needed for scholarships and loan deferrals
- Confirms full-time enrollment for financial aid eligibility
Participation in planning and execution of Commencement
- Gather hood and gown rental information and Diploma name formatting for Master’s and Doctoral students
- Order and track diploma and certificates, preparing them for signatures and presenting at Commencement
- Provide listings of graduates for faculty, Board of Trustees votes, and other purposes
Works with the Doctoral Program coordinator to oversee functions related to curricular questions, course scheduling, registration, and satisfactory completion progress
Maintains curricular based e-mail distribution lists and new student e-mail address creation
Maintains the student’s academic file, maintaining and enforcing Records Retention Policy as needed
Custodian of the Academic Calendar, implementing the curricular decisions of the Faculty under the direction of the VPAA
Liaison with the faculty meeting for the implementation of curricular decisions
Attend all Master’s committee meetings and present/attend Faculty meetings as needed
Provide training for new functions and features of the SIS system to Faculty and students
Participates in the determination and provision of ATS information for reporting purposes
Assures the proper archiving of historical academic information and data
Serves as Primary Designated School official for SEVIS, providing I-20s and basic counseling to international students, as well as monitoring their compliance with visa requirements
Serves as school official for processing Veteran’s Benefits

POSITION QUALIFICATIONS

Competencies:

Excellent demonstrated judgment and diplomacy in working with diverse groups to address complex issues
Exceptional written, presentation, and verbal communication skills that can be applied across levels
Familiarity with or willingness to learn about the Episcopal Church
Gracious and helpful demeanor
Ability to anticipate and address institutional and individual priorities and expectations
Ability to maintain confidentiality
Leadership capacity

SKILLS & ABILITIES

Education:

Bachelor’s degree required (master’s preferred);

Experience:

2-5 years demonstrated experience providing registrar services for an education institution
Familiarity with theological curricula preferred

Technology Skills:

Excellent communication skills and a willingness to collaborate
Aptitude with computer technology, including intermediate to advanced software applications and databases (advanced database experience and knowledge preferred, Blackbaud Education Management and Brightspace experience preferred)
OneRoster Experience preferred

PHYSICAL DEMANDS