Job Details

Registrar

Position Number: 0080670

Hiring Unit: Student Services

Location: Leeward Community College

Band: B

Salary: Salary schedules and placement information

Additional Salary Info: PBB, minimum $5,640/month

Full Time/Part Time: Full-Time

Month: 11-month

Temporary/Permanent: Permanent

Other Conditions: To begin approximately 09/26, pending availability of funds and actual staffing requirements.

Duties and Responsibilities

(* Essential Duties)

1. Responsible for overseeing and managing all activities related to the admission of students, registration in credit courses, and the production and retention of academic records.
2. Manage the day-to-day operations of the Admissions & Records Office. This includes ensuring proper coverage; overseeing all personnel matters; overseeing office budgets and spending; overseeing and managing facilities and equipment; and ensuring effective and appropriate service to students, the campus community and the public. Troubleshoot problems and issues and receive, investigate and respond to complaints made about the office or the personnel.
3. Oversee all personnel-related matters, including hiring, training, supervising, managing and evaluating employees. Work with the Dean of Student Services to ensure the proper staffing arrangements of the Admissions & Records Office so that it is able to accomplish its work efficiently and effectively.
4. Oversee and manage all admissions-related activities, including but not limited to the formulation, deployment and use of the College's admission application; the admission of applicants, including those transferring from other UH institutions; the assignment of residency according to state law and University policy; troubleshooting application/admission issues and communicating to students regarding their application status and outcomes. Oversee the office's engagement and participation in special admissions programs as needed to support campus, UHCC or UH system initiatives.
5. Serve as the campus's Residency Officer. Ensures the integrity of residency decisions and their compliance with University policy and state law. Participates in the University's process for hearing and making decisions on residency appeals. Review and resolve student disputes over residency issues, examine each request based on discovery, and write the campus's response. Provide guidance and advice to the campus and to the system regarding residency issues.
6. Oversee and manage all records-related activities, including but not limited to the creation, maintenance and use of students' educational records; the official posting of grades; the issuance of transcripts; the conferral of degrees/certificates; the issuance of diplomas; the transfer of prior credits earned into the institution and the application of them to students' transcripts. Ensure accuracy and efficiency. Create and maintain processes for exceptions, record/grade changes, etc. Ensure compliance with University, state and federal regulations governing student records, their use and their retention.
7. Create and apply systems to respond to student requests for official College verification such as attendance, graduation, etc. Design, apply, and test procedures to receive, generate, and deliver requests for academic records in an efficient and timely manner.
8. In conjunction with the University of Hawaii, set up the campus End-of-Term processing for the creation of each student's educational record.
9. Oversee and manage the process for course registration. Design procedures to arrange for the registration of students in accordance with University and College policies. In concert with the University of Hawaii Community College system, schedule students to specific registration appointments and manage or assist in managing all other logistics related to course registration (e.g., determine when registration "carts" open, determine when course availability goes "live" for public viewing, etc.). Develop and apply College procedures to arrange for registration exceptions and corrections. Communicate and collaborate with appropriate campus stakeholders as necessary.
10. In collaboration with UH System and Campus leadership and policies, oversee the campus process and procedures related to Participation Verification (PV) and grade reporting as required by federal law. Establish PV and grade reporting deadlines; run reports to gauge progress and completion; perform administrative disenrollments of no show students; perform re-enrollments as needed and engage in all necessary communication to students, faculty, and administrative leadership related to this process.
11. Oversee the campus VA certification process to ensure campus compliance with VA guidelines and federal law. Also oversee the campus's participation in the military/military dependents tuition assistance program. Ensure the adequacy and integrity of both processes; ensure the campus's compliance with both programs; stay abreast and informed of any changes to the regulations and requirements for the programs; and communicate to administration, campus stakeholders and/or students as necessary. Serve as the primary liaison with the State Certifying Office for VA Benefits. Respond to and oversee any requests for external audit for both programs.
12. Serve as the campus's FERPA Officer. Ensure that campus practices align with the privacy standards dictated by the Family Educational Rights & Privacy Act (FERPA) and related University of Hawaii policies; provides training and advice to practitioners regarding best-practices around student record privacy as needed; steward employee access to student data; and steward the release of student information to outside parties.
13. Establish and implement procedures for the release of student information which conform to the federal government's FERPA, Health Insurance Portability and Accountability Act, and Hawai`i's Admin Rules Protection of Ed Rights and Privacy of Students. Serve as a campus resource to evaluate, analyze, and formulate a response to requests for the release of non-directory student information.
14. As the custodian of student education records, accept and notify selected students of College compliance with a legally issued subpoena for educational records then represent the institution during the submission proceeding.
15. Participate in the development and revision of campus, UHCC and UH policies pertaining to student admission, records and/or anything related to the activities of the Admissions & Records Office. Ensure that all policies and procedures related to Admissions & Records are accurately represented in the College's catalog, on the College's website, etc.
16. Responsible for ensuring that the College complies with all federal, state and University reporting requirements. Responsible for proper documentation submitted in a timely manner for the purposes of internal and external reporting. Based on system-wide predetermined intervals each semester, arrange for the accurate transmission of student data to the National Student Clearinghouse. Responsible for responding to and then coordinating any audit requests pertaining to student records.
17. As the custodian of student educational records, design, initiate, test, and revise as necessary procedures which provide for the accurate recordkeeping and reporting functions within the student information system and within the student registration and degree audit system (i.e., STAR).
18. Interpret, and apply federal, state, and university guidelines regarding the creation, maintenance, and access to student educational records. Interpret and apply federal, state and university guidelines regarding the proper retention and disposal of student records. Respond to annual audits of office servers regarding the secure storage and/or disposal of electronic records and files to maximize data security.
19. Serve as the Campus BANNER Security Officer. Review all campus faculty/staff requests for access to Banner, STAR, or other student information systems. Campus lead for BANNER's bi-annual audit of users to ensure proper access and data security.
20. Participate in and spearhead program evaluation and improvement efforts. Prepare and write the Office's annual ARPD, utilizing collected data for analysis, interpretation and plans for improvement.
21. Serve as a member of Student Services' Unit Head leadership team. Regularly collaborate with the other unit leaders to recognize and address issues; create joint strategy; share resources and knowledge; and set the vision and direction for the future.
22. Serve on campus, UHCC and UH system committees. Represent the College in collaborating with other campuses; in creating policies and procedures to better standardize practices across the system, to address change or to better comply with University policy or state/federal laws; and creating and executing strategies that support student success.
23. Other duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree in Education and 6 year(s) of progressively responsible professional experience with responsibilities for Student Services including Admissions & Records, Counseling & Advising and Financial Aid; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in the Student Services area, including Admissions & Records, Counseling & Advising and Financial Aid. as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with Student Services area including Admissions & Records, Counseling & Advising and Financial Aid.
4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine