Manager, Student Records and Registration

The mission of the University of St. Augustine for Health Sciences is the development of professional health care practitioners through innovation, individualized, and quality classroom, clinical, and distance education.

GENERAL SUMMARY

The Manager, Student Records and Registration, is assigned to the Registrar group and supports both the Admissions and Registration functions by monitoring admissions requirements, resolving incomplete requirements, creating and maintaining student records, and clearing students for financial aid and continuing registration. The Manager will also be responsible for coordinating functionality and enhancements to systems and delivery and tracking of documents to students for signature.  Ultimately the Manager works closely with the Admissions team to ensure a seamless admissions experience for students that is transparent, efficient and leads to student preparedness prior to the start of the program. 

The Manager further supports the Registrar group by maintaining all student records for all status groups.  The position is also responsible for external and internal graduation and degree audit operations, managing and refining the readmission process, maintaining the academic calendar, managing processes and systems to support curricular and catalog changes, and managing the tracking and resolution of student and staff/faculty inquiries. 

This is a campus-based supervisory role and is ineligible for remote work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Student Records and Admissions:

• Manage the daily functions of the admissions records and clearing process.
• Ensure admitted students have completed and submitted all required documents prior to term start and records are created and maintained timely and accurately.
• Work collaboratively with the admissions and compliance teams to prepare and update enrollment agreements for readmitted and reinstated students. 
• Screen, verify, and evaluate data on admissions applications and transcript materials, maintaining all files and record systems.
• Routinely conduct audits to ensure consistency with all applicable admissions policies and procedures.
• Prepare and disseminate regular reports on team performance to include visibility of application processing and admissions decision making
• Understand and manage compliance of FERPA and all other applicable laws and regulations.
• Lead the development and maintenance of the appropriate systems to facilitate team effectiveness, including DocuSign, Salesforce, Jenzabar, Blackboard, OnBase and other systems used by the teams. 
• Recommend updates of all official correspondence to students regarding admissions and registration and transfer of credit for review.
• Coach, mentor, and assist with the training and development of staff.
• Assist with identification of personnel to include interviewing, hiring and onboarding of new staff members.
• Conduct analysis and prepare reports, summarizing information on staff and incoming students.
• Assist with the development and implementation of policies and procedures.
• Collaborate with Admissions and other teams to achieve business objectives while meeting students’ needs in support of their degree progression including campus and term start selection.

Registrar/Registration:

• Manage the readmission process to include student communication, validation of eligibility, status changes and routing, and distribution of success plans and enrollment documents.
• Monitor the various transcript delivery services and ensure transcripts are reviewed and processed timely.
• Monitor and maintain Curriculog and Acalog, as well as the process to create, modify and approve curricular and catalog changes.
• Manage and respond to inquiries from students and staff/academics through Zendesk. 
• Respond to academic inquiries regarding SAP, programmatic changes, student status and other registrar and admission-related policies and processes.   
• Regularly review, develop and revise department policies and procedures.
• Manage metrics to measure staff skills, productivity, and services.
• Collaborate and maintain service contracts with third party vendors.
• Create and maintain the academic calendar for internal and external use.
• Back up office staff to ensure successful completion of deliverables.
• Oversee supervision of personnel, including work allocation, training, and problem resolution; evaluate performance and make recommendations for personnel actions; motivate employees to achieve peak productivity and performance.
• Other related responsibilities as assigned.

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

POSITION IN ORGANIZATION

Reports to:University Registrar

Positions Supervised:   Admissions Records Specialist, Academic Program Assistant (50%), other records positions as assigned.

TECHNICAL, MANAGERIAL & PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Incumbents will be evaluated, in part, based on performance of each essential function.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• Master’s degree required
• Minimum of 5 years of university registrar or admissions experience, specifically in record keeping, records security, academic progression, admission and readmission requirements, policy planning and operations.   
• At least 2 years of managerial experience.
• Strong customer service/student service skills in a fast-paced, changing environment required.
• Excellent oral and written communication skills and analytical skills are essential.
• Proficiency in systems and reporting, specifically Salesforce or other CRMs, Jenzabar or other SISs and OnBase or other document retention systems. 

LICENSURE and/or CERTIFICATION

TRAVEL

Infrequent travel to other campus locations may be required on occasion. 

BUSINESS COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.
• Drives Engagement (People Managers Only) - Creating a climate where people are motivated to do their best to help the organization achieve its objectives.
• People Leadership (People Managers Only) - Leads by example when it comes to finding and developing talent, with a focus on talent acquisition strategies, setting performance targets that raises standards and development of high potential talent.

WORK ENVIRONMENT
Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary.