Job Details

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Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:

The Registrar's Office serves students, alumni, staff, faculty, families, and the general public in the areas of student records and registration. The Assistant Registrar is a key staff member who serves as a primary subject matter expert for graduate school student records, policies, and procedures. All staff members in the office assist with the daily front-office operations of the Registrar's Office, providing services to all constituents. Services are delivered in person, by telephone, electronic media, and print.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Serves, with the University Registrar, as a primary subject matter expert for graduate school student records, policies, and procedures.

• Acts as liaison for the Registrar's Office and university community for all matters relating to graduate school records, policies and procedures.

• Manages leave and withdrawal processing.

• Ensures timely and accurate reporting of enrollment and degrees to the National Student Clearinghouse.

• Works with the Assistant Athletic Director to certify eligibility of student athletes in accordance with NCAA regulations.

• Participates in meetings with the University Registrar, Deans, and senior administrators as necessary.

• Assists the University Registrar in assessment and planning related to Registrar's Office operations.

• Assists in ensuring smooth daily operation of the Registrar's Office. (e.g. Enrollment assistance for Willamette students, Cross-Registrants, and Academic Listeners.)

• Oversees the office's record retention schedule and process.

• Assists the University Registrar in documenting procedures; develops and updates training materials as needed.

• Assists the University Registrar on issues of policy, planning, and goal setting; recommends procedural adjustments based on continuous environmental scanning.

• Maintains official academic records and manages data in the student information system (Ellucian Colleague) according to university policies and procedures, and in compliance with best practices as defined by AACRAO.

• Assists with Commencement preparations. (some extended work hours required)

• Explains and interprets academic policies and procedures to all constituents.

• Interacts with other university offices as necessary to provide quality customer service and referrals.

• Generates communication and training materials (e.g. email, how-to documents) to provide timely and targeted information to relevant constituencies.

• Maintains compliance with FERPA, federal and Oregon regulations and university policies.

• Supports a work environment that promotes mutual collaboration and continuous learning and development of all members.

• Other duties and special projects as assigned.

POSITION QUALIFICATIONS

SKILLS & ABILITIES

Education: Any combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Bachelor's degree required.

Experience: At least five years of work in higher education administration, preferably in a registrar's or closely related office; experience in a leadership role preferred.

Computer Skills: Advanced experience with a student information system and reporting tool; Functional use of Microsoft Office applications and Google tools (mail, calendar, tasks). Advanced skill with Excel (e.g. pivot tables and v-lookup) preferred.

COMPETENCIES STATEMENT

Ability to establish priorities, exercise independent judgement, and perform tasks with a high degree of accuracy and strong attention to detail. Cultural competence and a commitment to working with diverse communities is essential.

OTHER REQUIREMENTS/PREFERENCES:

Excellent customer service skills, especially in the area of academic services; Ability to understand and respond to constituents from a "big picture" perspective; Strong interpersonal skills; Excellent oral and written communication skills; Strong analytical skills; Ability to move quickly among various functions and responsibilities; Ability to exercise sound judgment and escalate issues when appropriate; Ability to think creatively and propose multiple solutions to a given problem and ability to assess the relative merits of each proposed solution; Ability to provide leadership, supervision, mentoring, and training to student assistants; Ability to identify solutions that enhance productivity and improve student experience and services; Demonstrable commitment to promoting and enhancing equity and diversity in a higher ed setting.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

Typical work schedule: Monday through Friday, 8am to 5pm (excluding University holidays)

You will need to upload the following two documents as part of your application materials in the "My Experience" section:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Incomplete applications will not be considered.