Embry-Riddle Aeronautical University is seeking an Assistant Registrar for the Daytona Beach campus. Under the guidance of the Registrar, this position manages the daily operations of Records Specialists. This position is a supervisory position which requires an in-depth knowledge of all duties associated with Records Specialist responsibilities. This position assists with the hiring and training of new employees and seeks ways to improve excellent customer service to students and colleagues campus wide. This position analyzes current business processes in the assigned functional area, recommends improvements and supports new initiatives and software implementation. This position serves as primary point of contact for their assigned area of responsibility, responds promptly to staff, faculty and student inquiries, and recommends ways to improve processing and streamline business processes for the Records Specialists team.
In accordance with University policies and procedures, and accreditation agencies rules and regulations, the supervisor performs and oversees a variety of academic support activities on Daytona Beach campus in the Office of the Registrar. This position utilizes the current student information system to process forms, transcripts and enrollment verification requests, and ensures accuracy of student academic records. This position audits work completed by Records Specialists and ERNIE Central and maintains business process manuals for the position and area of responsibilities.
Responsibilities include the following:
Responsible for hiring and training of new employees and managing the workload and responsibilities of all records specialist functions; schedules workload, sets priorities, and re-assigns duties as situations demand. Carries out full supervisor responsibilities including annual staff performance reviews and all duties associated with the replacement and termination of Records Specialists.
Responsible for using the current student information system to update and maintain the accuracy of student records. Processes a variety of student submitted enrollment and program plan change forms and audits transactions to ensure accuracy to all academic records. Assist with business process workflow and make recommendation for enhancements.
Conducts regular review of academic records and transcripts to ensure the accuracy of transfer and advanced standing credit, and verifies the external institution has been applied and attached on the student record. Applies flight grades and post all flight certificates/ratings awarded by the FAA to the student record. Oversee official & unofficial transcript printing for active and inactive students.
Interpret and understand Academic Rules & Regulations in order to provide academic support to students and academic departments and solve day to day problems/issues. Use and interpret information from University Imaging System (IBPM) to audit records and research and resolve issues for full resolution.
Independently maintains business process manuals for the position and area of responsibilities and provides records and enrollment training to all Records Specialists, student assistants, Call Center employees and ERNIE Central staff members.
Maintain a complete understanding of the current student information system (Campus Solutions) in order to accurately maintain student academic records, performs analysis and troubleshoot issues.
Represents the Office of the Registrar at campus wide events to include Orientation, Preview day by sharing information with students, updating academic records and processing course enrollment requests. Present Office of the Registrar information to students attending University 101.
Process and approve Intra-University Transfers forms to allow Daytona Beach students to complete courses at another campus and coordinate communications to students.
Provide enrollment verifications to students and verification of enrollment to various external agencies. Work with the National student clearinghouse on error resolution and verification services. Assist with TSA regulation and batch processes.
Maintain the security of student academic records in accordance with FERPA (Family Educational Rights & Privacy Act).
Performs other duties for the department as needed.
Bachelor’s degree in education, counseling, organizational management, communication, or related field. An Associate’s degree and two years of supervisory experience in a higher education environment can be substituted for a Bachelor’s degree.
One year supervisory experience or two years working with increasing levels of responsibility in a higher education environment
Experience in student interaction; ability to troubleshoot student issues
Initiative and excellent organizational skills; ability to work within a team or independently; ability to organize and prioritize work to be done
Analytical skills with an in depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, Power Point, Word, Outlook/email, and Internet end-user applications.
General Knowledge of accepted practices at other institutions. Detailed knowledge of ERAU academic policies, procedures, standards and curricula must be developed.
Ability to relate to students, faculty, and staff in a helpful and professional manner.
Possess effective oral and written communication skills.
Possess the ability and knowledge necessary to conduct detailed analysis of academic records.
Familiar with the basic operations of the Office of Records and Registration and best practices in the industry.
May be required to work weekend/evening hours or during peak periods.
Detailed knowledge of ERAU academic policies, procedures, standards, and curricula.