ASSISTANT REGISTRAR FOR ACADEMIC RECORDS, OFFICE OF THE UNIVERSITY REGISTRAR - PAS Adm - Registrar job with Duke University | 2602091 (2023)

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Job Details

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

POSITION DESCRIPTION The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Minimum Education Required:

    Bachelor’s degree

Experience:

Required:

  • Understanding of student information systems; knowledge of, and experience with, computer technology
  • Knowledge of current records, registration, and enrollment policies and processes and academic policy trends
  • Minimum of three years of experience working with academic record structure, maintenance or related administrative experience to acquire skills necessary to administer complex office functions related to the establishment and management of student records, graduation processes, registration, compilation of related reports.

Preferred:

  • Minimum of three years' experience in a college or university registrar's office, as Assistant Registrar, or equivalent experience
  • Evidence of professional involvement in the field
  • Demonstrated data management skills and knowledge of privacy and confidentiality rules as they relate to student information

Knowledge, Skills, Abilities:

  • Good interpersonal skills resulting in ability to work cooperatively with various constituencies
  • •Strong written and verbal communication skills and ability to translate technical information to a variety of stakeholders
  • •Strong organizational skills and ability to operate well with uncertainty

Position Summary:

The Assistant Registrar for Academic Records is responsible for the oversight of all academic record management activities of the Office of the University Registrar (OUR) and works closely with the OUR management staff, as well as others both on and off campus, to ensure that we are in full compliance with the various rules and regulations for which we are responsible. In addition, this Assistant is responsible for managing the OUR’s response to requests for student record changes, transfer credit, transcripts, and ensuring that the Office of Special Events has accurate degree clearance data needed for commencement. This Assistant is a key member of the office's management team, and represents the office on various University committees, as assigned by the University Registrar.

Responsibilities Include (but are not limited to):

Academic Records

  • Manage and coordinate activities involved in the establishment and maintenance of student records; review records to ensure completeness, accuracy and adherence to university standards.
  • Manage the graduation clearance process including creating the timeline for graduation processes, communicating across campus and articulating key milestones, collaborating with the commencement office, ensuring data accuracy prior to posting degrees, completing all graduation processes in the Student Information System, and ordering diplomas.
  • Maintain contact with other areas involved in record maintenance to facilitate the resolution of problems and to ensure the completeness and conformity of student records.
  • Work with the transcript and diploma vendor to ensure accurate signature and assist on platform upgrades.
  • Coordinate with the appropriate administrative staff to determine and/or update test credit rules and maintain updates to equivalency rules.
  • Setup and maintain academic programs and plan in addition to ensuring proper security is granted.
  • Serve as the lead on grade roster creation and posting. Work collaboratively with the OUR management staff on timelines, deadlines, and communications.
  • When deemed necessary, complete student record rebuilds of legacy student records.

Supervision

  • Directly supervise staff members who are completing functions including, but not limited to: transcript generation and distribution, enrollment and degree verification, special program registrations, diploma ordering and reordering, awarding transfer and test credit, and student record updates. Provide oversight and regular review of the processes and ensure accuracy and compliance.
  • Plan and schedule work for the group ensuring proper distribution of assignments and adequate staffing, space and facilities for subsequent performance of duties.
  • Recommend various personnel functions including, but not limited to, hiring, performance appraisals, promotions, transfers and vacation activities. Perform other related duties incidental to the work described herein.

Compliance and Reporting

  • Ensure the conformity of record release procedures to registration policies and legal requirements governing the confidentiality of student records.
  • Compile information for reports and surveys; prepare reports and surveys reflective of student enrollment and Registrar's Office activities for utilization by university administrators and outside organizations.
  • Assist in the establishment and implementation of Registrar's Office policies; ensure compliance with established practices and keep support staff informed of current changes and standards. Interpret registration policies for students, faculty and staff.
  • Produce process documentation, training and user guides for responsibilities - conduct user training.
  • Conduct thorough testing of all Student Information System processes related operational functions.

Minimum Qualifications

Education

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires three years records/registration maintenance or related OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE administrative experience to acquire skills necessary to administercomplex office functions related to the establishment and management of student records and registration, compilation of reports and surveys reflecting student enrollment and implementation and interpretation of records and registration policies

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Organization

History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.ASSISTANT REGISTRAR FOR ACADEMIC RECORDS, OFFICE OF THE UNIVERSITY REGISTRAR - PAS Adm - Registrar job with Duke University | 2602091 (2)

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

ASSISTANT REGISTRAR FOR ACADEMIC RECORDS, OFFICE OF THE UNIVERSITY REGISTRAR - PAS Adm - Registrar job with Duke University | 2602091 (3)"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.ASSISTANT REGISTRAR FOR ACADEMIC RECORDS, OFFICE OF THE UNIVERSITY REGISTRAR - PAS Adm - Registrar job with Duke University | 2602091 (4)

“By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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