Registrar-Assistant

Assistant Registrar

The Office of the University Registrar has an outstanding opportunity for an Assistant Registrar to join their team. Reporting to Associate Registrar, the Assistant Registrar provides leadership and supervision of essential services by leading, supervising, and managing the Office of the University Credentials Team. This team audits and confers all undergraduate and professional degrees, manages grading, and transcript accuracy. This position tracks key performance indicators, collaborates, and analyzes feedback in order to improve business processes and service.

The Assistant Registrar is responsible for the accurate and timely production of diplomas and is responsible for ensuring the accuracy and integrity of all official academic records, including grading integrity, Dean's List, Honors Lists and accurate auditing of degree completion. They also oversee the Former Quarter Drop process.

The Assistant Registrar is responsible for hiring, training, coaching, and evaluating all direct reports in a high-paced, high volume work environment. The position requires an ability to assess workload demands and assign work to team members, ensure completion of processed work and responses to students in a timely fashion, and respond to changes in staffing, workload, and student demand. This position serves all students tri-campus, 65,000 students, as well as alumni.

This is a hybrid position with a minimum of 3 days onsite and 2 days remote. Onsite work is performed in the Office of the Registrar, Schmitz Hall, UW Seatle campus. Typical work schedule is Monday-Friday, 8 hours per day.

Key Responsibilities

This position manages employees.

• Project Management (30%)
• Review Former Quarter Drop requests, make initial decisions, and follow established process for review of petitions to ensure consistent application of policy and practice.
• Responsible for Credentials Team's accurate and timely evaluation of student academic records to ensure published degree requirements are met for baccalaureate graduation and make independent decisions to grant baccalaureate degrees based on this evaluation.
• Maintain integrity of student records and comply with university policies, deadlines, and procedures related to student enrollment.
• Serve as a primary liaison to academic departments, advisers, instructors, and others to address questions and concerns related to grading, degree awarding, and other Credentials Team activities. Represent the Credentials Team in meetings.
• Advise Credentials Team members, students, faculty, advisers, and staff on grading, graduation, and other Credentials Team policies, procedures, and activities, and recommend alternate courses of action as needed.
• Advise students, departmental advisers, other institutions and the public regarding graduation requirements, commencement procedures, graduating senior priority registration and policies and procedures pertaining to the academic record, including information on academic credit, grading, and scholarship status; interpret and apply policies to individual graduation applicants, (i.e., honors, academic standing, repeated courses, incomplete grading policies).
• Act as a liaison between academic and administrative University personnel regarding graduation and academic record policies and problems such as curriculum and time schedule issues, faculty grade report problems and transfer credit procedures.
• Research degree back date requests and refer requests to Associate Registrar for decision-making.
• Determine eligibility for baccalaureate honors and generate lists to be entered by the Credentials Team. Advise students regarding Dean's List, College Honors and Departmental Honors and ensure accuracy of information in the academic record.
• Determine eligibility and record appropriate credit for advance placement and credit by examination.
• Enter military students grades into GoArmy or MyCAA and oversee this process.
• Respond to questions from students and advisers on the Satisfactory Progress Policy.
• Train Office of the University Registrar team members, as appropriate, for office procedures.
• Assist in planning, implementing, and evaluating policies related to grading, degree awarding, and other Credentials Team responsibilities; devise and implement new procedures.
• Innovate process improvement to streamline the work of the Credentials Team and improve the Husky experience for our students. Work with the Associate Registrar to implement innovations.
• Evaluate student's academic credentials. Maintain all University students' academic records. Advise students and University staff about graduation, commencement and academic record policies and procedures such as academic credit, grading and scholarship status.
• Supervision (25%)
• Supervise the Credentials Team by managing the hiring, training, coaching, and evaluation of team members.
• Manage workload assignments, ensure procedures are followed accurately, and that students, faculty and staff are responded to professionally, efficiently, and effectively.
• Determine quarterly duties assigned to the Credentials Team members.
• Coordinate and manage Credentials Team rotating quarterly duties. Ensure team members stay current with assigned duties, and address issues related to timely and accurate completion of quarterly duties.
• Provide leadership, supervision, and direction for assigned staff. Plan, assign, and review work, establish goals for each position and assess performance through completion of written evaluations; act on disciplinary issues and address grievances; develop a framework for corrective action as necessary.
• Respond to staff-referred student complaints, handle exception requests and processing, and referrals related to graduation, grading, honors, and academic standing from advisers and students. Assist with complaint management and problem resolution for Credentials Team members with students, advisers, and faculty. Consult on or refer challenging issues to the Associate Registrar when appropriate.
• Respond to referrals from Credentials Team, OUR team members, and university colleagues requesting exceptions for established procedures, respond to challenges, and provide resolution.
• Under the supervision of the Associate Registrar, serve as a liaison between the Credentials Team and University constituents, including students, advisers, and faculty.
• Credentials Coordinator: Diplomas, Honors, Dean's List, and Commencement Program Support (25%)
• Coordinate and place quarterly diploma and certificate orders for all UW degrees (four large graduation orders annually) with diploma vendor.
• Coordinate quarterly and annual Dean's list production; including serving as liaison to Academic and Student Affairs -Information Services for publication of dean's lists
• Serve as a liaison to the Office of Ceremonies and Academic Data Management team to accurately verify degree, honors, and graduation data for production of the annual commencement program. Produce baccalaureate, professional degree, and baccalaureate honors sections of annual commencement program.
• Respond to student inquiries concerning the production of credentials including diplomas, Honors Lists, Dean's and Commencement Program preferred name and inclusion processes.
• Attend meetings related to Commencement as representative from the Office of the University Registrar at UW Commencement Fairs and serve as a liaison between Office of Ceremonies and the Office of the University Registrar for students to receive accurate information on Commencement.
• Advise and direct students, parents, faculty, advisers, and university colleagues regarding policy issues concerning credentials production and publications.
• Interpret policies relating to these matters; approve policy exceptions.
• Management of Workflows, Forms, Web pages, and Related Communication tools/processes (15%)
• Review, update, enhance, and troubleshoot online workflows related to work responsibilities of the Credentials Team including, but not limited to Former Quarter Drop, Grade Changes, and the online graduation application.
• Maintain effective working relationships with faculty, staff, and the community to actively support a team approach to accomplishing goals.
• Serve as a member of the Office of the University Registrar leadership team. (5%)
• Advise the University Registrar on the continuous improvement of services to students and University officials
• Other duties as assigned

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor's degree
• At least four years of supervisory experience. Experience as a lead team member and/or supervising temporary, and/or student staff will be considered.

Additional Qualifications

• Demonstrated experience in delivering and overseeing the delivery of positive customer service, including dealing with difficult individuals, responding to exception requests, and complaints.
• Knowledge of FERPA laws, regulations, and guidance.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Preferred Qualifications

• Experience recruiting, hiring,