Registrar

Registrar

Organization: Union Theological Seminary

Department: Academic Office

Reports to: Associate Dean for Academic Administration

Salary: $80,000

Position Summary

The Registrar oversees all aspects of student academic records and enrollment management, including course registration, enrollment reporting, classroom scheduling, class rosters, final grading, transcript requests, enrollment verification, graduation clearance, and compliance with the Family Educational Rights and Privacy Act (FERPA). The Registrar also serves as the institution's School Certifying Official (SCO) for VA educational benefits.

Key Responsibilities

Student Records & Data

• Maintain and update student demographic and enrollment data, sharing relevant information with other offices as needed.
• Configure the Student Information System (Jenzabar SONIS) for academic years, enrollment status, class rosters, final grade entry, course offerings, and registration.
• Coordinate with the enrollment team to transfer incoming student application data from the Slate admissions platform into student records, including demographic and program information in Jenzabar SONIS, and application materials in the document management system (OnBase).
• Enforce policies governing student enrollment and course record-keeping, including faculty rosters, permanent student records, official transcripts, grading, leaves of absence, withdrawals, and statistical reporting.
• Oversee course registration, cross-registration at other institutions, and auditor registration, including communication and enforcement of deadlines, accurate record-keeping in SONIS, and management of registration forms (Formstack).
• Ensure accuracy of official student transcripts.
• Maintain thorough knowledge of FERPA and apply it consistently to protect student privacy and records.

Scheduling & Catalog

• Produce the annual course catalog and semester course schedule, distributing drafts for review prior to publication.
• Oversee development of the academic calendars for the Manhattan and northern campuses two years in advance.
• Assign and reserve rooms for classes and exams.
• Schedule final exams and coordinate modern language exams (held twice per semester).
• Assist in new and adjunct faculty onboarding by creating profiles and credentials in SONIS.

Degree Completion & Graduation

• Participate in the commencement planning team, maintaining a shared calendar across offices and attending regular planning meetings.
• Coordinate academic aspects of commencement for the Manhattan and northern campuses, including: diploma orders, program names, regalia orders and distribution, student procession/seating, and commencement awards and prizes.
• Record graduations in SONIS and ensure accuracy of official transcripts following each graduation date; ensure appropriate records are uploaded to OnBase for each graduate

Reporting & Compliance

• Submit monthly enrollment reports to National Clearing House (NSC).
• Respond to student-requested enrollment verifications.
• Prepare data for internal offices, external audits, and federal, state, and accrediting agency compliance reports.
• Prepare materials for the Committee on Standing's review of students with deficient grades.
• Attend spring Mid-Program Review (MPR) conferences as an academic office representative, responsible for submission and accuracy of assessment reports.

Committee & Cross-Office Collaboration

• Serve on the Academic Office team, the Bursar-Admissions-Registrar-Financial Aid team, the Incoming Student Onboarding team, the Academic Affairs Committee (ex officio, as note-taker), and the Committee on Standing.
• Partner closely with the Associate Dean for Academic Administration, Associate Dean for Student Affairs, the Bursar, and Director of Housing and Campus Services; provide timely information to the Finance Office and Office of Admissions and Financial Aid as needed.

Other duties as assigned.

Qualifications and requirements

• Bachelor's degree required; Master's degree in a relevant field preferred; plus 3-5 years of registrar's office or related experience.
• Proficiency with relevant Student Information Systems and Learning Management Systems (Jenzabar SONIS and Moodle preferred), data management and analysis, workflow/automation tools, compliance and security protocols, and general office software (Microsoft Suite).
• Strong verbal and written communication skills.
• Demonstrated ability to work effectively within a diverse institutional culture and with varied constituencies.
• Excellent judgment and problem-solving skills.
• Ability to organize and manage complex record-keeping functions.
• Sound judgment in protecting student data and responding appropriately to data requests.
• Ability to prepare, maintain, and interpret statistical data.
• Knowledge of FERPA, VA/SCO requirements, federal enrollment reporting requirements, IPEDS reporting, and other applicable federal and state regulations and best practices.
• Meticulous attention to detail.
• Ability to maintain the highest levels of confidentiality.
• Strong customer-service orientation, with a willingness to respond promptly and attentively to students, faculty, and staff.
• Ability to multi-task, prioritize, and respond gracefully to interruptions.

Compensation and Benefits

The salary for this position is $80,000. Union offers a comprehensive employee benefits program, including contributions to medical, dental, and vision insurance plans, as well as an employer contribution to a TIAA retirement plan account, after 1 year of employment. This is a full-time and exempt position.

Ability to Commute: New York, NY 10027 (required)

Work Location: In person