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Associate Registrar

Albany, NY - Posted on: Tuesday 07/26/16


About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research and public service engages a diverse student body of more than 17,300 students in eight schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City and the Adirondacks.

Job Description:

The Registrar's Office strives to provide quality service to students, alumni, faculty, staff, and others.  To this end, it promotes utilization of available technology to deliver services and information in an efficient and secure manner.  Our services are provided in a caring, fair, respectful manner, adhering to the principles of professional practices and ethical standards enunciated by our professional organization (AACRAO).

The Associate Registrar reports directly to the University Registrar and serves as one of two individuals responsible for managing the operations of the Registrar's Office. The incumbent will serve as the leader in functional, technical, and business process refinement and development, and will provide technical/functional support and interpretation to the Registrar's Office related to office technologies, in conjunction the Business & Enrollment Systems Team (BEST). With the technical and functional expertise required of this position, the Associate Registrar will lead several areas of the Registrar's Office toward improvement, enhancements, and day-to-day maintenance issues related to service and technologies. Incumbent must support the following areas technically and functionally and ensure that all immediate staff is well versed in these areas to ensure integrity of  academic record data:  Electronic Records and Registration, Degree Audit, Scheduling, Transcripts, Diplomas, Degree and Enrollment Verification (NSC), Nolij, MarketPlace, Wiki Forms, etc.  The incumbent will work closely with other areas of the University to ensure seamless and inclusive service to all that visit, or seek the services of, the Registrar's Office.

The Associate Registrar will assist in leading discussions and implementation related to University at Albany and SUNY initiatives.  In doing so, the incumbent will collaborate with the Business & Enrollment Systems Team (BEST), Enrollment Management Offices, and Academic Departments related to implementation strategies, timelines, and changes and/or enhancements related to the operations of the Registrar's Office.  The incumbent will oversee the management of the following areas and work with BEST and Enterprise Application Services (EAS) staff:  Office Operations, Customer Service for the Registrar's Office (to students, faculty, staff, alumni, etc.), Scheduling of Classes and Room Assignments, Grading, Final Exam Scheduling, College Scheduler, EMS (Scheduling Platform), EMS Campus Planning Interface, and Virtual EMS, academic record management, etc.  The selected candidate will:

  • Serve as the lead individual for the Registrar's Office in the implementation of new campus scheduling guidelines; together with academic and administrative departments, the Associate Registrar will make recommendations, oversee the implementation, support, design, and further development of new campus scheduling guidelines;  this will include new ways of scheduling blended/hybrid classes and assessing and supporting continued ways to maximize utilization of  academic space.
  • Analyze scheduling data and make recommendations on classroom upgrades, etc.
  • Work with BEST and provide technical, as well as functional, support in Registrar-related activities and business processes; this includes, but is not limited to: Academic Records, Registration, Scheduling, Reporting, Security, Degree Clearance, Transcripts, Diplomas, Degree Audit, Enrollment Reporting, etc.
  • Enhance the business processes of the Registrar's Office in providing timely and efficient service to students, faculty, staff, and the general public; act as lead in moving manual processes and workload to technological platforms within the office.
  • In the absence of the University Registrar, the Associate Registrar will be one of two lead staff members responsible for the internal operations of the office; respond to senior management or outside inquiries or complaints that may arise; assist other administrative offices with urgent business that requires resolution and troubleshooting of complex issues.
  • Provide information, analysis and advice to faculty committees, academic departments, and administrative offices dealing with educational policy, procedures, and processes.
  • Work closely with the University Registrar in establishing and obtaining goals for the department to better serve the University community.
  • Assist in developing and communicating policies, regulations, and other information relative to the functions and the delivery of the services of the Registrar's Office.
  • Supervise Assistant Registrars and Customer Service Managers.



Minimum Qualifications:

  • Candidate must possess a Bachelor's Degree with demonstrated course work leading to a Master's Degree from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization (Master's Degree will be required within 4 years of appointment)
  • Five years of full-time demonstrated experience with utilization of Registrar systems and databases, as well as university academic policy, procedures, and practices
  • Demonstrated professional-level experience in at least three major college/university Registrar functions (e.g., electronic records and registration, scheduling and related software applications, degree audits and related software applications, NCAA academic certification, reporting and use of reporting tools, degree and enrollment certifications, automated transcript systems, etc.)
  • Demonstrated ability to resolve difficult situations involving communication with a range of clients from students and their parents, to Provosts and Deans of the University
  • Demonstrated experience in managing academic records, degree audits, transfer credit processes and evaluation, Student Information System (SIS) application management, table structure, table setup, design of systems, and project management
  • Demonstrated analytical and problem solving skills, and experience managing data and database systems in client server and personal computer environments are essential to meeting the responsibilities of the position
  • Demonstrated experience in data analysis and reporting
  • Demonstrated supervisory experience
  • Demonstrated experience working with PeopleSoft (or other SIS systems) and other technological platforms used in college/university Registrar's Offices 
  • Demonstrated strong interpersonal and written/oral communication skills
  • Demonstrated organizational, administrative, communication, leadership, decision-making skills are essential, as well as the ability to work individually and in a team setting
  • Applicants must address in their application their experience and ability to work with diverse populations and contribute to an inclusive environment.

Preferred Qualifications:

  • Completed Master's Degree from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization
  • Demonstrated vendor liaison responsibilities and experience
  • Demonstrated experience in working with PeopleSoft, DARS, DegreeWorks, EMS, EMS Campus Planning Interface, and Virtual EMS, National Student Clearinghouse (Enrollment and Degree Verification, file structure, etc.), College Scheduler, and academic record imaging programs

Additional Information:

Professional Rank and Salary Range: SL-4, Associate Registrar, $70,000 non-negotiable

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml


To Apply:

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=74303

Application Instructions:

Applicants MUST submit the following documents:

  • Resume/CV and cover letter addressing qualifications in posting
  • List of 3 current professional references with e-mails and phone numbers

Special Note: If selected for an interview, a reference from your current supervisor may be requested.  No phone calls/e-mails please.

Note: After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Returning Applicants - Login to your U-Albany Careers Account to check your completed application.

Start Date: August 2016

Closing date for receipt of applications: August 24, 2016