Manager, Registration and Records

Job Title

Manager, Registration and Records

Job Description

Under the general supervision of the Dean of Enrollment Services and Registrar, the Manager, Registration and Records, provides leadership and direction, in student registration and records functions. Ensures compliance with all federal and state registration and records issues; assists in developing and executing a comprehensive strategy for registration and records operations including: assisting the dean with audits of the system, bulk registrations, transcript and records issuance, transcript analysis for entry and graduation, assisting in the maintenance and set-up for the student information system. Maintains consistency, accuracy and student-centered customer service by ensuring internal processes are efficient and effective generating continuous service improvement. Requires detailed knowledge of regulations and best practices with the ability to exercise independent judgment Instructions received are general in nature with a general review of results achieved. Communication is continuous between the dean, division, industry partners, specialized agencies, and governmental regulatory bodies.

Characteristic Duties and Responsibilities

• Registration and Records Operations and Oversight: Serves as lead technical Registration and Records resource. Coordinates the day-to-day functions of the front and back office operations (including workflows, emails, phone, and walk-in traffic to ensure timely services), assists in coordination of the enrollment and registration processes in the office and as part of outreach to various high schools and campus locations. Functions as the supervisor of record in the absence of the dean. Coordinates with the Veterans benefits specialist to ensure appropriate registration for veteran and military students each semester. Guides the bulk registration from departments including dual enrollment, cohort, and other programmatic enrollments and registration processes.
• Technical Assistance and Guidance: Provides technical assistance and guidance to students, staff, faculty and administrators in the interpretation, clarification and application of regulations, registration and records guidelines, procedures and policies including enrollment, course registration, graduation and academic transfer policies, requirements and procedures. Researches, reviews, processes and/or approves a variety of student petitions including residency, course eligibility, fee modifications and changes in academic records as well as assists instructors with enrollment related issues. Provides oversight of the duplicate ID process in cooperation with staff and IT.
• Records Management, Audit and Reconciliation: Maintains and assists with audit and reconciliation of all student supporting documentation to meet retention and audit requirements. Rotates records and schedules records for destruction as needed following established District policies and procedures. Maintains and ensures the confidentiality of all student documents and records in accordance with the Family Educational Rights and Privacy Act and established District policies and procedures.
• Policy Development and Maintenance: In partnership with the dean, formulates, recommends and implements policies, processes and procedures. Oversees the development and implementation of departmental operating procedures and ensures staff has appropriate training on these procedures.
• Fiscal and Budget Administration: Assists the dean with the departmental budget to ensure appropriate expenditures consistent with office needs, goals, and objectives. Monitors budget activity, including attention to hiring, training, budget requirements, implementation, and collaboration with other departments.
• Committee Participation and System Engagement: Participates in cross-functional committees and organizes, reviews, and debriefs meetings among stakeholders. Leads the cross-functional advisory team for student employee oversight and development including new employee orientation, supervisory training, and student employee on-boarding.
• Data-Driven Decision Making and Continuous Improvement: Leverages data analytics to drive informed decision-making and fosters continuous improvement within the area of responsibility. Analyzes key performance indicators (KPIs) and relevant metrics to gain actionable insights and monitors performance measures aligned with organizational goals. Utilities data to inform strategic and operational decisions. Applies continuous improvement methodologies (e.g., Plan-Do-Study-Act) based on data analysis promoting a data-driven culture and enhancing team data literacy.
• Ethics and Confidentiality: Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner.
• Cross Functional Relationships and Collaborative Teamwork: Establishes, maintains, and enhances positive work relationships with students, staff, faculty, administrators and external resources.
• Leadership and Supervision: Develops and manages a high performing team that is highly skilled and motivates staff to remain focused on the delivery of quality and value-added services and allocates cross-functional responsibilities and work processes. Responsibilities include hiring, coaching/mentoring, performance management, and progressive discipline as needed.
• Continuous Learning & Professional Development: Maintains current knowledge of best practices and standards in higher education with an emphasis on community colleges. Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.
• Other duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Knowledge, Skills & Abilities

• Ability to problem solve and analyze effectively, including use of data analytics such as applying data to organizational and research applications.
• Ability to persuade and influence across employment levels and across a large variety of different stakeholders in a higher education setting.
• Ability to overcome obstacles by fostering creativity and innovative ideas.
• Ability to complete projects in a higher education setting.
• Ability to organize, prioritize and schedule work assignments.
• Ability to work in a fast-paced environment.
• Ability to communicate effectively through both oral and written means across all levels of employees and management including public speaking and presentation skills.
• Ability to establish, collaborate and maintain effective work relationships with peers, students, teachers, staff, representatives of outside agencies, educational institutions, and the general public.
• Ability to convey an image of professionalism and dedication in work related activities.
• Ability to work with culturally diverse student and employee populations.
• Proficiency in the use of computers and software specific to position, including spreadsheets and Google Suite.
• Ability to work successfully independently with minimal supervision and serve as a leader to others.
• Ability to establish workflows, manage multiple projects across divisions and meet necessary deadlines.

Qualifications

Compliance with all state, federal, and accreditation standards/requirements, as well as all MATC policies and procedures.

Required Education & Experience: Bachelor's degree in Education, Information Systems, Business Administration, Finance, Accounting or related field and three (3) years of progressively responsible work experience in student serving roles, including three (3) years of staff supervision or one (1) year of staff supervision combined with an Emerging Leaders equivalency.

Preferred Education & Experience: Master's degree in relevant field; Prefer five (5) years of experience of progressively responsible work experience in student serving roles, including more than three (3) years of staff supervision.

Supplemental Information

Hours: This position works 40 hours per week (Monday - Friday), on-site at the downtown campus. May occasionally need to work extra hours.

Application Materials A complete application entails providing thorough details, including personal information, educational background, and comprehensive work experience. Please include a cover letter and resume. Interviews: Virtual interviews will be conducted after posting closes within two weeks. Candidates selected for a final interview will be required to come to campus.

EEO Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law. Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at View phone number on click.appcast.io (Wisconsin Relay System: 711) or email View email address on click.appcast.io