Position Purpose:

The Assistant Registrar- Student Records and Degree Progress is an integral part of the Registrar and Academic Systems Office, a dynamic team focused on ensuring accurate and efficient academic record-keeping as well as exceptional service to students and their families. The role requires strong analytical and problem-solving skills; the ability to think strategically; and communication skills that project confidence and establish rapport with campus constituents. The Assistant Registrar oversees elements related to student records and degree progress, including transfer credit evaluation and posting; electronic forms maintenance; updates to student records; and graduation processing.  They work closely with colleagues in the Registrar's Office and from other units to maintain student data quality and associated systems, leveraging new and existing resources to increase efficiency and enhance the student, faculty, and staff experience.  This position serves as the staff assistant to the Committee on Academic Standing.

Job Duties:

Student Records Oversight

• Serve as a campus resource for questions related to the major declaration process, referring technical questions to the Associate Registrar for Catalog and Curriculum Management as needed.
• Manage grade processing, including rolling grades to student records at the conclusion of each term and overseeing the forms, systems, and workflows associated with grade changes.
• Oversee the replacement diploma ordering process.
• Oversee the production of apostilles.
• Serve as a campus resource for questions related to students' degree audit advice, referring technical questions to the Associate Registrar for Catalog and Curriculum Management as needed.
• Manage the Registrar’s Office’s suite of electronic forms, including creation, maintenance, workflow management, and troubleshooting.
• Serve as a backup to the Registrar's Office Assistant on transcript processing and enrollment verifications.
• Assist students, faculty, and staff in matters that involve an in-depth review of student records, which may involve interpreting academic policy.
• Oversee the academic leave process, including advising students on logistics and guiding students through the leave and transfer credit approval processes.
• Assist the Associate Registrar for Reporting and Data Systems with the Satisfactory Academic Progress evaluation process each semester.
• Process student records updates, including (but not limited to) degree changes; class year changes; and address and name changes.

Graduation Processing

• Develop materials and communications to seniors about relevant deadlines and actions required to graduate.
• Establish and maintain the graduation application process.
• Oversee the final degree clearance process by reviewing graduation deficiencies; notifying graduation candidates of deficiencies and steps to resolution; ensuring processes are performed to meet established timelines; posting degrees to the official transcript; and developing the final graduation list.
• Contribute to the success of commencement ceremonies by serving on the commencement logistics committee; providing regular updates to campus constituents; preparing diplomas and covers; providing data and editorial support for the printed commencement program to the Bates Communications Office; and assisting at the commencement ceremony as needed.

Transfer Credit Management

• Collaborate with the Office of Admission to evaluate credit for prospective transfer student applicants.
• Evaluate requests to transfer non-Bates credit and determine whether to accept or reject the credit. Manage the posting of credit to student records, including domestic credit, study abroad credit, and Advanced Placement, International Baccalaureate, and A-Level credit.
• Oversee and maintain forms, systems, and workflows associated with non-Bates credit.
• Serve as the campus resource for questions and training related to non-Bates credit.
• Serve as the liaison between the Registrar’s Office and Center for Global Education on matters related to credit earned abroad.

Committee on Academic Standing Staff Assistant

• Serve as the assistant to the Committee on Academic Standing, including receiving petitions; preparing agendas and materials; scheduling meetings; taking minutes; and communicating decisions to petitioners.
• Process student record updates in accordance with Committee on Academic Standing decisions.

Registrar’s Office Functional Tasks

• Work with Registrar’s Office colleagues on cross-functional projects and tasks.
• Serve as a campus resource in FERPA and college academic policy, including conducting training for college staff.
• Interpret policy and formulate business practices independently and in consultation with the Registrar.
• Act as the liaison to other campus business units and may serve on campus committees as the representative of the Registrar's Office.
• Work closely with the Registrar to assess projects and tasks within assigned areas; keep abreast of industry trends and best practices; research possible enhancements; and make recommendations for improvement.
• Other duties as assigned.

Minimum Qualifications:

Education

Bachelor's degree required

Experience

• Work experience in a Registrar's Office is highly desirable.  
• 2-4 years of experience in records administration and/or data management, preferably in higher education.

Skills and Knowledge

• Experience with a student information system, particularly Banner.
• Experience running and interacting with pre-existing reports in Argos or other reporting tool.
• Basic-to-intermediate proficiency in Microsoft Excel.
• Experience maintaining forms in Adobe Sign or other forms software.
• Ability to work independently and as part of a team; to balance multiple projects and priorities; and work within deadlines.
• Ability to determine timelines, prioritize projects and tasks, and complete projects and tasks on time.
• Excellent verbal and written communication skills that project confidence and establish rapport with campus constituencies.
• Strong analytical and problem-solving skills.
• Ability to think strategically.
• High degree of accuracy and excellent attention to detail.
• Ability to communicate effectively with a wide range of audiences.
• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.

Benefits:  

Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 13 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug and smoke-free workplace.