Assistant Registrar for Degree Auditing and Curriculum Management

Assistant Registrar for Degree Auditing and Curriculum Management

The Assistant Registrar for Degree Auditing and Curriculum Management reports to the Registrar and supports the administration of academic records, curriculum management, degree auditing, and catalog operations. This position maintains the College's curriculum and catalog management systems, ensuring the accuracy of academic program, course, and policy information, and supporting related documentation and processes. The Assistant Registrar oversees degree auditing and degree conferral activities, including reviewing degree applications, verifying student records, preparing audit materials, and processing information required for the official conferral of degrees. The position also serves as the primary processor of transcript requests and assists with maintaining academic records and catalog data within the College's administrative systems. Working collaboratively with faculty and academic administrators, the Assistant Registrar ensures the accurate and timely evaluation of student progress and completion of degree requirements. Actual salaries will vary depending on multiple factors, including but not limited to degrees attained, experience, and other considerations permitted by law. Comprehensive compensation details, including any additional benefits, will be communicated upon finalization of the employment offer.

Responsibilities

Oversight of degree audits components: Conduct, manage, and maintain degree audits and degree audit rules in conjunction with approval of Curriculog proposals. Serve as an Administrator approval step reviewer on all Curriculog proposals to ensure clarity and resolution of any issues prior to formal approval. Collaborate with institutional stakeholders (Registrar, Director of Advising, Department Chairs, and/or Deans) as necessary to review information for clarity.

Degree Application processing and maintenance: Monitor the extraction of data from the listed questions on the degree application form to the student information system to ensure data is accurate and appropriate. Responsible for processing degree applications according to the expected timeframes associated with the May, August, and December conferral dates. Work with students as necessary to confirm and/or resolve potential discrepancies/issues in their submission.

Prepare and distribute initial degree audit information: Ensure timely audit of graduation applications for completion of degree requirements. Review degree audit of students who have completed Graduation Application and/or are nearing completion of their program based on their anticipated credit total and send appropriate communications to departments pertaining to outstanding requirements to ensure appropriate action plan for completion. Maintain student records as necessary to reflect updated audit status in PrideNET. Maintain accessible files of student degree applications for review and updates to respond to inquiries. Follow-up with late applications and status changes to maintain open and timely communications with students and departments. Oversee communication related to and collection of Petition to March Early Form for otherwise ineligible students who wish to participate at Commencement.

Degree conferral processing: Update and maintain degree audit status in student record as necessary. Review all degree audit information/action plans upon return from Department Chairs and update information as necessary. Collaborate with Department Chairs in the processing and review of degree audit/conferral materials (method, content, distribution to be determined.) Coordinate with the Assistant Registrar/Student Data Coordinator to assure receipt of all required grades and paperwork (waivers/substitutions/transfer credit) prior to graduation. Communicate with the Department Chairs as necessary regarding timelines, processes, etc. pertaining to degree audit processing, understanding of audits, etc. Upon final review of the students' record, post degrees in a timely manner after the published degree conferral date to allow for efficient processing of degree bearing transcripts and diplomas. Work with the Registrar and Director of Academic Advising on processing and follow-up of degree applicants who have not completed all requirements with the intended timeframe. Coordinate with the Associate Registrar on the final processing and pulling of student file folders for storage once degrees have been conferred.

Maintenance of Curriculum Management Software: Works with all internal constituents (e.g. the Vice President for Academic Affairs and Provost, the Associate Vice President for Academic Affairs, the Faculty Senate Executive Committee, curriculum committees, Deans, Department Chairs, faculty, the Director of the Core Curriculum, and the Registrar to maintain the needs, performance, effectiveness, and efficiency of the College's curriculum management software in a manner that meets all associated timelines and deadlines. Active participation reviewing proposals at the Administrator approval step, participating at all curriculum committee meetings, and working with both the Curriculog Working Group and Registrar to edit forms, approval processes, users, and assigned roles within the software as needed. Helps diagnose bottlenecks or pain points within the system throughout the year, helps maintain the College's intraweb pages dedicated to the curriculum management software, develops and provides training tools, administers system training to new and existing users, performs an annual audit to help remove inactive proposals, processes, and users, and helps maintain all related documentation maintained by the Registrar's Office. Serves as the point of contact with the vendor on all system related concerns and participates in relevant, approved webinars and professional development opportunities to remain as up to date on all current and upcoming system functionality.

Maintenance of Catalog Software: Oversees completion and publication of the annual Springfield College Catalog in a manner that meets all associated timelines and deadlines. Maintenance of the academic program and course sections as curriculum is approved in the College's curriculum management software, working with internal constituents regarding changes within their respective sections (ex. the Student Accounts Office for the Tuition & Fees section, the Financial Aid Office for the Financial Aid section, etc.), helping diagnose bottlenecks or pain points within the system throughout the year, developing and providing training tools, administration system training to new and existing users, working with the Registrar on any projects related to organization/templates within the software, and helping maintain all related documentation maintained by the Registrar's Office. Serves as the point of contact with the vendor on all system-related concerns and participates in relevant, approved webinars and professional development opportunities to remain as up to date on all current and upcoming system functionality.

Process Transcripts: Process all transcript requests from current and former students within published time frames in accordance with institutional policies and procedures while maintaining monthly tracking and personal information match documentation/reports. Provide batch transcripts for different internal stakeholders upon special request with support from the Registrar.

Qualifications

Bachelor's Degree Required. Minimum of 1-3 years of work-related experience Required.

Knowledge, Skills & Abilities

Administrative Student Data systems, organized, detail oriented, able to communicate (written and verbal) with all levels of the organization, work independently, some training background is beneficial.

Benefits

At Springfield College we offer competitive and generous benefit options for employees and their families.

• Tuition benefits for employees and dependents
• Tuition exchange program for dependents
• Generous paid time off benefits
• Paid Sick Leave Benefits
• 403(b) retirement plan (TIAA) with a generous college match
• Medical, Dental and Vision plan(s)
• Health Reimbursement Arrangement (HRA)
• Flexible Spending Accounts (health care expenses and dependent care)
• Life and accident insurance plans
• Long-term disability
• Optional voluntary benefits
• Employee Assistance Program (EAP)
• Wellness benefits and programs
• Free use of our state-of-the-art Wellness Center

Part-time employees earn pro-rated holiday, vacation and sick leave. To learn more about our Benefit Package, visit our Human Resources page.