Title: Registrar- VMI
State Role Title:
Hiring Range: $105,000 to 120,000 commensurate to experience
Pay Band: UG
Agency: Virginia Military Institute
Location: Virginia Military Institute
Agency Website: www.vmi.edu
Recruitment Type: General Public - G
Job Duties
Virginia Military Institute invites applications for the position of Registrar. Reporting to the Deputy
Superintendent for Academics and Dean of the Faculty, the Registrar
• Oversees and manages the accurate and efficient collection, recording, maintenance, and distribution of academic data relative to both current and former cadets.
• Interprets and upholds all academic rules, regulations, and policies of the Institute while maintaining the professional integrity of the Registrar’s Office.
• Promotes continuous improvement in the execution of standardized and ad hoc reporting through utilization of the Ellucian Colleague system, in collaboration with the Department of Information Technology.
• Supervises the degree audit and certification process, preparation of diplomas, and certification of cadet academic and/or enrollment eligibility (e.g., honors, NCAA certification, NSLC, SEVIS, transfer credit).
• Ensures compliance with all NCAA rules and certification standards; monitors, tracks, and certifies the academic performance of eligible NCAA athletes in CAi (as submitted by the Athletic Department) and reports on the status and progression of each.
• Oversees the publication of the Institute catalog (via Acalog).
• Supports reporting requirements in relation to state and federal enrollment reporting, and Post-wide support in relation to ad hoc data needs, including oversight for the State Security Class approval of all student records access requests, and conducts bi-annual reviews of active security classes authorizations in accordance with Virginia State requirements.
• Serves as the institutional authority on FERPA, ensuring that privacy standards are met and that policies are consistent and communicated to the Post community.
• Chairs the Scheduling Committee to ensure balanced and effective utilization of the academic week and academic day in developing fall and spring course schedules.
• Provides leadership, training, and oversight for the Registrar’s staff to ensure the highest levels of customer service and support.
• Serves on other committees and other related duties as assigned by the Deputy Superintendent for Academics and VMI Administration.
Minimum Qualifications
Minimum of 5 years of experience in an academic Registrar’s Office in a regionally accredited
college or university; - - - - - - - - -
Bachelor’s degree
Proficiency with Ellucian Colleague database and Entrinsik reporting;
Excellent oral, written, and interpersonal communication skills;
Excellent organizational skills and service ethic;
Experience managing office staff;
Proficiency with education-specific relational database use and management;
Experience implementing best practices associated with policies concerning academic records,
institutional research, accreditation, and FERPA;
Ability to use technological tools and programs for continuous improvement of the functions of
the Registrar’s Office;
Willingness and ability to work nights and weekends if necessary to fulfill the mission and duties
of the office.
Additional Considerations
• Progressively increasing leadership experience in higher education;
• Master’s degree in higher education administration or a relevant field.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
This position is onsite in Lexington, Virginia, USA.
In addition to the online application please include a letter of interest, curriculum vitae, and contact information for three professional references. Applications will be reviewed on a rolling basis and will be accepted until the position is filled. Start date is flexible.
A criminal background check is required for the final candidate.
VMI is an Equal Opportunity Employer. In a continuing effort to enrich its academic environment and
provide equal education and employment opportunities, VMI encourages women, minorities, disabled
individuals, and veterans to apply. AmeriCorps, Peace Corps, and other national service alumni are also
encouraged to apply. VMI will provide reasonable accommodation to qualified individuals with
documented disabilities to ensure equal access and equal opportunities with regard to employment,
educational opportunities, programs and services.
Contact Information
Name: Matthew Hart
Phone: 540-464-7051
Email: hartmp@vmi.edu
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.