Massachusetts College of Liberal Arts

The Registrar supervises and manages all administrative and operational functions of the Office of the Registrar. This position oversees and ensures accuracy, security and integrity of all student records, implementation and enforcement of academic policies and graduation requirements, and planning and organization of all Office of the Registrars’ services to students and faculty. The Registrar serves as a key member of the Enrollment Management division’s leadership team and provides strategic guidance on the College’s retention efforts and high-level special projects, as assigned.

The Registrar works closely within the division of Enrollment Management, and with Academic Affairs, especially with the Center for Student Persistence, and supports the efforts of recruitment and retention in a student-centered environment.

Director of Student Records and Registrar

Category: Administrative

Department: Academic
Locations: North Adams, MA
Posted: Nov 14, 2024
Closes: Jan 15, 2025 – 11:59 PM EST
Type: Full-time
Position ID: 183050

About Massachusetts College of Liberal Arts:

At MCLA, we’re here for all – and focused on each – of our students. As a 2025 Top Ten Public College, classes are taught by educators who care deeply about teaching, and about seeing their students thrive on every level of their lives. Nearly 93% of our graduates land competitive jobs or are accepted by some of the best grad schools in the country. We engage in the most nationally relevant conversations by hosting some of the most celebrated thinkers and speakers on our campus in the Berkshires of Massachusetts, an area known for its mountain ranges, hiking trails, and panoramic views. Our hometown of North Adams is brimming with creative energy and the regional economy is booming as a result. In nearly every way possible, the experience at MCLA is designed to elevate you as an individual, a leader, and a communicator, fully empowered to make your impression on the world.

Job Description:

SUPERVISION RECEIVED: Works under direct supervision of the Executive Director of Enrollment Management

SUPERVISION EXERCISED: Supervision of all personnel and part-time student employees in the Registrar’s Office.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

Responsible for collecting, recording, maintaining, and reporting of student records within FERPA guidelines, e.g. grades, registration data, transcripts, mid-term verifications, etc. Serves as a campus resource on academic matters and interprets and enforces policies. Serves as main campus resource on FERPA.
Assists Academic Affairs as necessary Responsible for development and data entry of fall and spring schedules. Serves as a resource for the Division of Graduate and Continuing Education in the development of the summer and graduate schedules.
Provides Department Chairs and Academic Affairs Administration with data relating to enrollment history and analyzes and develops comparisons of proposed schedules based on previous years’ offerings.
Monitors enrollment data during registration periods and advises the Academic Affairs Administration of potential adjustments to the schedule.
Advances College retention initiatives through the creation of administrative structures that provide exemplary student-centered service and necessary supports. Serves on related College committees.
Stays abreast of external policies (state, federal, etc.) that impact campus academic policies and Registrar office functions and works with College senior leadership to appropriately address on campus.
A priority in years one and two in the position will be to execute a comprehensive policy and procedure audit, and staffing assessment to ensure adherence to professional best standards and practices.
Responsible for term set up in the Banner student information system including parts of term, registration, drop/add, withdrawal deadlines for the traditional schedule, and Graduate and Continuing Education schedules.
Oversees content for Registrar’s webpage.
Supervises and manages the data management and operations in support of student records maintenance.
Responsible for the supervision and performance evaluation of all staff in the Registrar’s Office. Expected to keep staff motivated and working at optimum levels, especially at peak times, and establish a student-centered culture, balanced with accurate processing. Continual development of the staff with professional development training and education.
Create content and schedule for student communications as it pertains to registration and graduation.
Supervises the articulation of transfer credits, working closely with Academic Affairs, Admissions and Student Advising. Provides support in development of academic articulation agreements, both individually with feeder colleges and in response to state initiatives, especially surrounding MA Transfer and Commonwealth Commitment.
Supervises the coordination, evaluation and certification of all graduation applications. Responsible for creating, maintaining and processing all information related to graduation for the undergraduate and graduate schools’ students and faculty, including clearances, student notifications, and final reports.
Responsible for the coordination of class registration. Includes the dissemination of student advisee information, assigning registration times, and publication of registration dates. Supervision of the preparation of the final exam schedule.
Problem solves student disputes as they relate to records and registrations.
Oversees process and responsible for coordination of the academic suspension and probation statuses for students each term. Also responsible for the scheduling of academic appeals appointments, coordinating committee members and student schedules.
Reviews and evaluates off-campus student approval requests, CAPS and exchange procedures and assures appropriate documentation in students’ files.
Supports the submission of data via IT to the National Student Clearinghouse.
Responsible for oversight and success of Degree Works implementation, maintenance and scribe process. Serves as primary backup for Degree Works maintenance and scribe.
Serves as the Certification Officer for Veteran’s Benefits.
Serves as a Designated School Official for SEVIS.
Assists with special projects as assigned by the Executive Director of Enrollment Management critical to divisional operations.

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