Associate Registrar

The Office of the Registrar at Paine College strives to serve our community with excellence, integrity, accuracy and efficiency. It provides superior customer service while maintaining and preserving student academic records, supporting academic progress and providing academic certification. The office serves as a resource to students, faculty, staff and alumni. It also analyzes data trends, and collaborates with campus departments like admissions, financial aid and the business office to shape each incoming class. Through the direction of the Provost, the Registrar provides leadership and operational oversight to advance student records excellence, transcript evaluation compliance, veterans affairs compliance, various surveys and continuous improvement at Paine College. They ensure operational quality in their area, integrity and effectiveness. This role reports to the Provost / Executive Vice President for Academic Services and collaborates with the Deputy Provost, School Chairs, Office of Financial Aid, Business Office, Faculty, Student Success, Alumni, and other university leadership to ensure national, state, and professional student record standards and institutional compliance requirements are met.

Through the direction of the Provost and Deputy Provost, this role cultivates and sustains an institutional-wide culture of continuous student data, student records, student enrollment improvement, data-informed decision making, rigorous student record assessment practices, and compliance processes. Ensures compliance with institutional and programmatic accreditation and student records standards. This position collaborates with academic schools and programs, educational and administrative support units, Financial Aid, Student Accounts, campus committees, Alumni, and other stakeholders with Paine College.

Course Scheduling:

Assists with preparations and with rolling the course schedule forward each term, assists with notifications to School contacts of course scheduling deadlines and responsibilities. Assists schools with scheduling questions. Monitors the progress of section updates which must occur according to set deadlines. Audits and updates course fees, course attributes, CIR completion, Publishes the schedule of classes, manages variable eCore, eMajor, USGG and related Ingress processes. Collaborates regarding classroom scheduling release and required textbook and materials attribute updates with the bookstore.

Course Scheduling Email Resource:

Monitors and responds to course scheduling correspondence sent to the RecordsOfficeStaff@paine.edu email resource. Creates and updates classes based on correspondence while adhering to regulations and section coding standards. Investigate and troubleshoot registration issues related to sections.

Communication:

Creates, reviews, and updates content associated with course scheduling for the Registrars website in coordination with the Communications Specialist and leadership. Participates in planning and preparation work related to the Curriculum calendar for the scheduling process. Maintains associated resources, including the schedule reading guide. Creates and maintains standard operating procedures.

Training:

Provides training in various formats to scheduling coordinators and Registrars Office personnel as needed. Participates in planning and hosting of scheduling workshops and town halls. Coordinates Teams and meetings with customers as needed for course scheduling assistance and training. Provides and maintains training videos, job aids and other resources to assist with training.

Core Competencies, Knowledge and Skills Requirements

• Enrollment Management: Understanding student lifecycle metrics, funnel conversion rates, and retention strategies.
• Data Management: Ability to maintain accurate, secure student records and process academic transcripts.
• Software Systems Proficiency: Experience using a Student Information System (SIS) like banner, PeopleSoft, or PowerCampus, plus standard tools like Microsoft Excel. Specific proficiency in Jenzabar required.
• Technical Literacy: Proficiency with CRM platforms (such as Slate) and Student Information Systems (SIS)(Such as Jenzabar).
• Data-driven strategy: Ability to analyze enrollment trends, demographics, and metrics to reach target goals.
• Institutional Policies: Knowing school academic requirements, financial aid processes, and compliance regulations.
• Higher Education Trends: Awareness of regional and global demographic shifts affecting student pools.
• Management background: Proven history of leading, training, and motivating a team of registrar staff.
• Communication: Exceptional public speaking, interpersonal, and persuasive presentation skills.
• Policy Knowledge: Clear grasp of institutional academic rules, graduation requirements, and enrollment procedures.
• Regulatory knowledge: Understanding of compliance rules, institutional policies, and ethical registrar standards.

Essential Skills

• Leadership: Managing, training, and motivating admissions counselors and support staff.
• Coming to Work on Time: Critical to support student needs.
• Attention to Detail: Crucial for preventing errors in grades, credits, and official documentation.
• Data Analysis: Interpreting data trends to forecast class sizes and shape classroom allocation.
• Problem-Solving: Ability to resolve scheduling conflicts, data discrepancies, and registration issues.
• Organization: Strong time management to juggle high-volume requests during peak enrollment periods.
• Project Management: Helping with coordinating recruitment campaigns, campus tours, and major open-house events for registration.
• Discretion: High level of confidentiality when handling sensitive personal and academic data.
• Marketing Alignment: Collaborating with communications teams to build promotional collateral

Key Abilities

• Communication: Public speaking and interpersonal skills for engaging students, parents, and alumni.
• Strategic Planning: Designing multi-year territory plans to hit institutional growth targets in the Office of the Registrar.
• Relationship Building: Fostering partnerships with high school counselors, alumni networks, and community organizations.
• Adaptability: Adjusting goals rapidly in response to changing institutional priorities or market conditions.
• Applicant must be able to use and have familiarity with MS Word, Excel as well as an understanding of the use of various software programs such as EAB (Education Advisory Board), Jenzabar and other platforms/programs such as InfoMaker.
• Interpersonal/human relations skills, supervisory skills.
• Ability to initiate and maintain professional relationships.
• Ability to maintain confidentiality.
• Demonstrate an understanding of the Office of the Registrar, Admissions and Enrollment.
• Demonstrate the ability to work with a wide range of people and commitment to diversity.
• Demonstrated ability to efficiently and effectively solve problems and initiate and implement projects independently.
• Skill in effective communication (written and verbal) and public presentations.
• Experience with and sensitivity to diverse populations.
• Strong Customer Service and Customer Care Skills.
• Maintain a positive attitude that will promote a healthy cultural climate.

Master’s degree in higher education administration, educational leadership, or public administration. Doctorate encouraged. Five (5) to seven (7) years of experience in a similar role.

The ideal candidate will possess the following preferred qualifications:

Master’s degree preferred, and at least five years professional experience in related field, preferably previous experience working in an institution of higher education. Demonstrated experience in a Registrar Office combined with accreditation knowledge, including writing effective and articulate responses to standards. Demonstrated experience managing a registrar office process with a team and keeping them on track to meet all tasks in a timely manner.