University of Louisville
Problem Solving
Technological Knowledge
Department: Enrollment Management
Location: Belknap Campus
Time Type: Full time
Job Req ID: R106629
Close Date: May 6, 2025
The primary functions are to plan, organize and manage all of the activities related to the Records and Registration Department. The Registrar is the official authorized keeper of the University’s student records, and thus responsible for collecting, recording, maintaining and reporting of student records within Federal FERPA guidelines. This position hires, supervises, and evaluates the work of 16 Registrar’s Office staff members and maintains the office budget. Other key duties include creation of the schedule of classes and registration of students each semester; posting of grades and academic actions; posting of degrees and awarding/dissemination of diplomas; planning and implementation of Commencement two times a year; certifying student athletes for NCAA competition each semester; review requests for exception to University refund policy and residency; production and delivery of transcripts; creation of the Undergraduate catalog and Academic Calendar each year. Serve on University-wide committees/work groups and direct special projects as requested.
Manage daily operations of all functions of the Registrar’s Office. Supervise work of the Associate Registrar for Records and Registration, who directs both the Service Center and Processing Center activities of 9 staff members. Supervise the Director for Registration and Records, who directs the work of an Associate Director, Administrative Systems Analyst, Information and Records Supervisor, and a Project Coordinator. The Registrar position also supervises the Athletic Certification Officer. Oversees all Human Resources-related activities, including personnel actions and payroll functions. Formulate policies and strategies for Student Records and Registration.
Responsible for all Registrar-related processes on the Student Information System, including manual data entry, computer-generated data entry, and web applications. Responsibilities for each area include programming needs, maintenance, producing and disseminating reports, and system enhancements. Maintain all student records data storage, both electronic and paper records, ensuring FERPA privacy guidelines are enforced by staff using/sharing student information. Review petitions for residency exceptions and tuition refund requests. Coordinate the creation of the schedule of classes each semester as well as all student class registrations for all terms. Disseminate requested official and unofficial transcripts. Post student degrees, order and distribute diplomas for students receiving degrees.
Production of University-wide Undergraduate catalog. Create and propose Academic Calendar dates to Deans. Communicate and promote Registrar’s activities through publications, promotions, and intra-university correspondence, such as electronic mail communication to academic units and students. Disseminate data to outside agencies, such as the Council on Higher Education and National Student Clearinghouse. Responsible for production of two Commencement celebrations each year.
Manage budget for Registrar’s Office, including making budget expenditure decisions, auditing budget reports, planning for and implementing any necessary budget cuts, as well as making proposals for additional funding and/or budget reallocation.
Serve on multiple University-wide committees and direct special projects. Provide customer service orientation by working with academic units, service offices, and students for improved procedures and efficiencies. Attend conferences and seminars to improve office service and professional development.
Preferred Qualifications:
- Masters degree in Business Administration, Higher Education, or Law degree. At least 7 years’ experience in Higher Education/Registrar’s Office in Associate or Director level position.
- Knowledge of programming/query writing basics and PeopleSoft or related Student Information Systems
- Knowledge of CourseLeaf or related course/curricular inventory and class scheduling management systems
- Knowledge of Stellic or related degree audity systems.