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Position Classification Description

Position Class Code / Title: G7008 / Associate Registrar
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 14

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Under limited supervision, administers the overall operations of the records office, including areas such as management of student records, official and unofficial transcripts, grade petitions, graduation process, monitoring academic guidelines, degree audit reporting system, and related matters. Ensures compliance with Family Rights and Privacy Act and all other applicable laws and regulations.

Duties and Responsibilities

  1. Develops and implements systems to maintain student academic records; on-line degree audit reporting system (if applicable); administers storage, security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.
  2. Interprets and enforces academic rules and regulations; monitors academic standing; coordinates probation, suspension, and dean's lists, as appropriate.
  3. Oversees the supervision of personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
  4. Manages grade and transcript processing; coordinates academic information for graduation clearance; provides special program certifications; compiles statistical information and prepares reports.
  5. Coordinates the grade petition process, responses to inquiries concerning academic performance, and resolves problems regarding the management of student records.
  6. Oversees all facets of the daily operations of the organizational unit, ensuring compliance with the University, state, and federal laws, policies, and regulations.
  7. Submits certification of athletic eligibility for student-athletes to appropriate external agencies (if applicable).
  8. Participates in development, implementation and maintenance of policies, objectives, short-and long-range planning; develops and implements projects and programs to assist in accomplishment of established goals.
  9. Represents the organization at various community and/or business meetings, committees, and task forces; promotes existing and new programs and/or policies.
  10. Develops or assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
  11. Participates in the development of annual operating budgets and provides fiscal direction to the unit.
  12. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to develop and maintain recordkeeping systems and procedures.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Knowledge of accreditation and certification requirements and standards.
  • Ability to gather data, compile information, and prepare reports.
  • Skill in the use of personal computers and related software applications.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of academic standards governing student probation, suspension, and/or expulsion.
  • Ability to use independent judgment and to manage and impart confidential information.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Ability to analyze and solve problems.
  • Skill in organizing resources and establishing priorities.
  • Knowledge of on-line degree audit reporting system (if applicable).
  • Ability to develop, plan, and implement short- and long-range goals.
  • Ability to maintain confidentiality of records and information.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Knowledge of computerized student information systems.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Ability to foster a cooperative work environment.
  • Employee development and performance management skills.
  • Knowledge of budget preparation, cost estimating, monitoring, and fiscal management principles and procedures.
  • Knowledge of NCAA student-athlete academic eligibility requirements (if applicable).
  • Knowledge of faculty and/or staff hiring procedures.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017