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Working Title:
Associate Registrar - Range D

Institution:
Bemidji State University

Classification Title:

MSUAASF Range D

Bargaining Unit / Union:
211: Minnesota State University Association of Administrative Service Faculty

City:
Bemidji

FLSA:
Job Exempt

Full Time / Part Time:
Full time

Employment Condition:
Unclassified - Unlimited Academic

Salary Range:

Job Description

Bemidji State University (BSU) and NORTHWEST TECHNICAL COLLEGE (NTC) invite applicants to join our team as an Associate Registrar. The Associate Registrar serves as an institutional expert for the NTC and BSU Records Offices. The Associate Registrar provides leadership interpreting, designing, and implementing academic policies for NTC and the Minnesota State System Office - as they relate to the certification of academic records of students, the application for degree life cycle (review, confirmation, and degree posting), satisfactory academic progress, suspension, warning, and probationary status of students, commencement, registration, and maintenance of all overall academic records. Create records policy and participate in academic policy changes as needed to meet NTC's needs. The Associate Registrar will also understand State and Federal laws, rules, and regulations governing the program areas and educational policy issues. The Associate Registrar is responsible for completing the transcript evaluation process at NTC and serving as back-up to BSU, determining and granting the transfer of credit(s) for students entering with previous coursework. This individual will advise the Vice President for Enrollment Management, Academic Affairs, Deans, and other senior leaders on policy interpretation, compliance, and organizational decision-making. The Associate Registrar will also supervise the Records Associate, who will serve as the records representative in the One Stop Student Services.

Responsibilities of the Associate Registrar include:

• Serving as the campus records official at NTC.(60%).
  • Serving as a lead in the NTC and BSU Records Office, developing and implementing operating processes related to student records with a focus on data integrity, customer service, and efficiency, while ensuring compliance with governing standards.
  • Responsible for the NTC Records Office and commencement budgets.
  • Supervising the Records Associate who will serve as a BSU and NTC institution expert and operator of the Degree Audit system. Developing and providing training, information, and instructions to campus constituents regarding all modules of the degree audit reporting system to maximize its reliability and usability.
  • Responsible for the NTC curriculum review process. Consulting with the NTC Dean's and Senior Academic Officers on matters of curriculum development and implementation. Implementing curriculum changes into the program database.
  • Coordinating the Academic Readmission Petition Committee (ARP) Grade Appeals Committee; coordinating the petition review process; screening cases, scheduling meetings, attending, presenting, and voting on cases before the committee, recording disposition of petitions and notifying petitioner of results.
  • Supporting all graduation and degree processing at NTC and BSU. Responsible for all student Graduation Degree Audits at NTC, including academic honors. These checks include all departmental major requirements, institution requirements, and Minnesota state requirements.
  • Working closely with the NTC and BSU faculty and other academic content experts as needed to determine course equivalency and course substitution to accurately complete transcript evaluation and subsequent granting of transfer credit if applicable.
• Participating in the creation of operating procedures and processes surrounding the student information system at NTC and BSU. (30%)
  • Developing, interpreting, and implementing both University, College, and Minnesota State academic policies regarding student records, and distributing all formal academic information and records.
  • Ensuring the security and integrity of academic records in accordance with Minnesota State, state, and federal regulations including Family Educational Rights and Privacy Act (FERPA) and the Minnesota Data Practices Act.
  • Preparing messages and materials for diverse audiences and clearly explaining, discussing, and presenting complex ideas, regulations, policies, and/or procedures.
  • Supervising and directing One-Stop on Records Office tasks, identifying objectives, action steps, and resource needs of the Records Office, ensuring that processes and practices are established that maximize student support.
  • The Associate Registrar is responsible for the transcript evaluation process, determining the granting of transfer credit for students entering with previous coursework at NTC. This work will include the official and proper documentation of credits given. At BSU, the Associate Registrar will serve as the backup transfer evaluator.
  • Collaborating with other staff, faculty, and students, influencing others to the point of causing understanding and action regarding records processes.
  • Developing and reviewing all NTC course schedule/set-up, course registration, and related record keeping processes on an ongoing basis.
• Managing the commencement process in collaboration with the Registrar for BSU and NTC ceremonies. (10%)
  • Leading the development and execution of the NTC annual Commencement ceremony.
  • Coordinating volunteers, updating written commencement scripts, communicating with vendors, faculty, staff, and students regarding the event for NTC.
  • Collaborating with event center staff to ensure proper setup, design, and tear down of the stage.
  • Coordinating the roles and responsibilities of the platform parties and division chairs.

Salary Range:

Depends on Qualifications; Range D ($54,616 - $117,191)

Minimum Qualifications

• Master's degree in a related field, plus three (3) years of advanced professional experience in a related field, or a Bachelor's degree plus four (4) years of advanced professional experience in a relevant field, or an equivalent combination of post-secondary training, education and/or advanced professional experience.
• Excellent human relations, customer service, oral and written communication skills.
• Computer skills including proficiency in software such as Microsoft Office.
• Ability to problem-solve situations with a positive attitude utilizing critical thinking skills.
• Extensive knowledge of records, advising, registration, enrollment management, transfer policies, procedures, and best practices.
• Extensive knowledge of state and federal regulatory laws such as Family Educational Rights and Privacy Act (FERPA) and MN Governmental Data Privacy Act (MGDPA).

Preferred Qualification

• Knowledge of the principles and practices of admission procedures and school records. management, including the inter-relationship with other college programs and divisions
• Knowledge of policy and procedural development within a university and/or college setting.
• Knowledge of governmental and accrediting regulations.
• Experience with student record and degree audit reporting systems; as well as other data and communication tools.
• Demonstrated experience implementing new technologies into daily work and long-term planning.
• A demonstrated commitment to inclusive excellence, equitable opportunities, mutual understanding and respect, and the success of all students and employees, as reflected through teaching, service, scholarship, and collaboration with diverse learners and colleagues.

To facilitate the review, assessment, and evaluation process, please ensure that your application and/or resume clearly demonstrate fulfillment of the minimum and preferred qualifications of the position. The application materials submitted will be utilized for salary placement purposes.

Other Requirements

Working Conditions:

• Must have a valid driver's license and satisfactory driving record as limited travel is required, generally within the state of Minnesota, but some out-of-state travel may be necessary.
• Office-based work including computer and phone usage.

Physical Effort:

• Maintaining a stationary position for long periods of time. Positioning self to move through buildings and locations (traverse, ascend, descend).
• Ability to move / transport materials and displays (up to 25 lbs).

Other considerations:

• All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment. We are not currently providing sponsorship for employment-based visas.
• Employment for this position is covered by the collective bargaining agreement for the Minnesota State University Associate of Administrative and Service Faculty (MSUAASF) - see agreement.
• In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState's vehicle use criteria and consent to a motor vehicle records check.

• BSU and NTC are a tobacco free workplace (see policy).

Work Shift (Hours / Days of work)

Full-time / Exempt; Monday - Friday 8:00 a.m. - 4:30 p.m.

Telework (Yes/No)

No

A complete application will include the following attachments:

• Cover letter, which addresses the required qualifications and your specific interest in working at BSU.
• Resume / Curriculum Vitae.

Inquiries about the position:

Bev Hodgson, Registrar - Records and Registration



Email: [email protected]

If you have general questions about this posting or submitting an application, contact Mary Miller at [email protected]