Assistant Registrar for Academic Services
Lee University Office of Records and Academic Services
JOB TITLE: Assistant Registrar for Academic Services
PURPOSE OF JOB:
The Assistant Registrar for Academic Services is directly responsible to the Registrar, and is responsible for evaluating transfer coursework, preparing advising materials for incoming students, and implementing academic policies of the University. The Assistant Registrar will have full knowledge of and abide by the provisions detailed in this job description as well as all written or verbal policies, procedures, and instructions established by administration in the Lee University Staff Handbook.
Education and Work Experience:
- Bachelor’s degree required; Master’s degree preferred
- 3-5 years of experience in a higher education office setting
- Experience with ERP or SIS systems preferred
Required Technical Skills
- Advanced computer mastery especially of Microsoft Word, Excel, and Access, and the ability to learn new computer applications.
- Ability to tend to details in every aspect of the job using strong organizational skills.
- Ability to input and keep accurate data and records ensuring the reliability and completeness of information in a timely manner.
- Ability to prioritize duties and meet deadlines under pressure.
- Have a common grasp of English grammar and an ability to create clear and professional emails, documents, and reports.
- Ability to carry out instructions given by the Registrar.
Required Personal Skills
- Capable of maintaining confidentiality of university records.
- Ability to exercise judgment by making rational and appropriate decisions.
- Ability to act with integrity and honesty at all times.
- Ability to treat all coworkers and students with respect and maintain a team-player attitude.
- Willingness to promote a Christ-like atmosphere in ethical, moral, and professional behavior in the office environment.
- Offer a friendly demeanor with an attitude of service to others.
- Ability to handle daily interruptions calmly and professionally.
- Fulfillment in serving students, faculty, staff, and administration well.
- Ability to communicate effectively, both orally and in writing, relaying accurate information to administrators, faculty, staff, parents, and students in a sensitive and timely manner.
- Interested in self-improvement and willingness to learn new skills.
- Ability to accept and respond to constructive criticism, guidance, and suggestions.
- Review and evaluate transcripts from other institutions for new transfer and dual enrollment students, as well as for Lee students who attend other institutions in transient status.
- Pre-approve courses for students participating in non-collaborative off-campus study programs, as well as for students taking courses at other institutions in either transient or transfer status.
- Evaluate unofficial transcripts or course description pre-approvals for prospective students and athletic recruits.
- Provide degree checksheet with transferable courses to demonstrate completion of a Lee degree
- Coordinate with Faculty advisors to have more in-depth conversations about majors or programs with prospective students
- Meet with students to discuss transferability of coursework and Lee degree requirements
- Input and maintain individual degree audit waivers and substitutions for the general education core and, as approved by deans or department chairs, the specialty area requirements.
- In conjunction with the Registrar, facilitate the advising and registration of incoming students for all early class selection events and at special times and/or under special circumstances (e.g. new athletic team recruits, students who are unable to attend pre-scheduled events).
- Assist in implementing academic policies related to enrollment in required courses, compliance with academic probation restrictions, academic petitions, transfer credit for general education, and exemption requests for general education.
- Evaluate academic records for students who transition from the DAL to Campus to ensure correct program & student type and accuracy of the degree audit for the new program.
- Prepare advising materials for incoming students and maintain advising files for prospective students until matriculation.
- Verify all transfer work is entered correctly and all degree audit adjustments are in place in preparation for the advising appointment
- Provide faculty with all placement and external credit information needed to advise students correctly
- Ensure new students entering on probation or under other special circumstances are placed in the correct courses (i.e. GNST-100 for Beginning Freshmen on probation, RELG-100 for students of a non-Christian faith, etc.)
- Review schedules after ECS events to ensure accuracy
- Evaluate placement changes for incoming students by reviewing Math and English Pre-Requisite reports, AP, CIE and CLEP credits, and transfer coursework.
- Certify Athlete eligibility for Transfer students according to NCAA rules and regulations.
- Evaluate transcripts for TN Hope recipients.
- In coordination with the Registrar, revise and distribute the Advising Quick Reference Guide and Advising Handbook.
- Complete bi-weekly and Annual Reports of completed office activities and accomplishments.
- Maintain membership in the National ACademic ADvising Association (NACADA), and attend national and regional conferences as funds and schedules permit.
- Administer the advisor evaluation system and chair the selection committee for the Excellence in Advising Award.
- Perform other reasonable duties as assigned by the Registrar or Vice President for Academic Affairs.
- Sitting, standing, and walking are all required at intervals during the work day.
- Detailed work with computer programs, e-mails, reports, transcript evaluations, face-to-face and telephone conversations, etc. constitutes 90% of the normal work day (except during special events such as registration, Lee Day and Summer early class selection.)
- Preparing for, carrying out, and cleaning up from special events requires stooping, bending, lifting, and carrying files, boxes, and equipment; maximum weight not to exceed 50 lbs. This occurs five (5) or six (6) times per calendar year.
- Office temperature and humidity are reasonably well maintained.
- Long periods of time working at the computer strain the eyes and could potentially cause shoulder issues and RMI (Repetitive Motion Injuries).
* This job summary is subject to revision as necessary, depending on new initiatives of the department and transitions within the department
- Interested persons should apply via email to Erin Looney, University Registrar: firstname.lastname@example.org.
- Please include your resume, cover letter, and a Lee University application.
- In your cover letter, please address the following:
- Career path and personal goals
- If hired, date you are available to begin employment
- What you can give to Lee and what you would expect to gain from Lee
- Strengths & skills specific to this job (especially use of technology/computer skills)
- Expected salary range