The Registrar’s Office serves as the administrator of student enrollment, and academic record keeping at Clarkson University. The Assistant Registrar of Operations will provide functional and analytical support to
the Registrar’s Office, with a particular emphasis on data integrity, reporting, best practices, and process streamlining. Integrate business process expertise, knowledge of current policy and procedures, as well as systems knowledge of PeopleSoft to solve systems issues, or to propose new business practices. Responsibilities include, but are not limited to: activation, enrollment, final exam scheduling, end of term processes,  graduation status maintenance and validation, management of student academic records with a pronounced emphasis on academic practices, needs, and compliance.

Under the supervision of the Registrar, the Assistant Registrar of Operations will maintain accurate academic records for all students.
• Participate in the maintenance of student records and transcripts in compliance with all University and Federal regulations.
o Assure compliance with, and provide training on the Family Educational Rights and Privacy Act of 1974 (FERPA) regulations as they pertain to a students’ right to privacy and accuracy and
retention of academic records; Inform students of their rights under FERPA, and guide students in making record disclosure decisions.
o Assist with federally mandated enrollment reporting to outside agencies.
o Manage the security, organization, storage, sharing, archiving, and destruction of student academic records in all mediums, and in compliance with federal, state, and locate mandates. o Keep abreast of regulatory developments effecting student records, track trends in communication and recordkeeping technology that may impact the security or integrity of the record, and take appropriate measures to reduce the vulnerability of records to loss or unauthorized access.
• Use reporting tools to produce ad-hoc reports for the campus community.
• Responsible for all aspects of new term enrollment, including (but not limited to): term activation, enrollment & shopping cart appointments, student enrollment security and holds, permission numbers, effective and timely communication of enrollment information to faculty, staff, and students.
• Maintain academic data integrity within the PeopleSoft student system. Position is directly responsible for administering several critical portions of the system related to student academic records (grading scheme, enrollment data, and degrees posted).
• Coordinate recording and reporting of mid-term and final grades for both academic calendars.
• Administer, coordinate, provide project planning and reporting, and execute the graduation candidate clearance process for both Clarkson campuses, to include all commencement ceremonies and degree conferral cycles.
o Provide academic departments with accurate reports detailing graduate candidates for review and graduation clearance, ensuring Clarkson regulations are upheld.
o Maintain accurate graduation status data and supervise the accurate maintenance of graduation status data by the Registrar Office staff.
o Manage the outgoing communications to students regarding the degree clearance, and providing University Events with information for commencement ceremony communications at both Clarkson campuses.
o Communicating with students regarding the completion of graduation applications, important commencement information, and rehearsal information.
o Monitor the commencement@clarkson.edu email account, responding to questions or issues as needed.
o Order diplomas, honor cords and honor tassels for students and Honorary Degree recipients.
o Prepare and coordinate the distribution of rehearsal packets for undergraduate students (rehearsal attendance is required).
o Provide student information for the commencement programs to Publications, readers list to University Events and the University Photographer.
• Initiate and prepare the final exam schedule each term.

The Assistant Registrar is responsible for managing several business processes of the Registrar’s Office,
including:
• Assist in processing all withdrawals to be compliant with Federal and University regulations for enrollment reporting and in accordance with the withdrawal process.
• Initiate and prepare the final exam schedule each term.
• Assist with the communication of critical deadlines associated with academic processes.
• Assist University personnel in the use of PeopleSoft. Participate in the training and instruction of new employees; provide technical guidance and direction as required.
• Maintain online FERPA courses in Moodle and administer FERPA Training to all new employees.

Other
Perform other related duties as requested.
• Performance of the above duties require you to be at work.

Education:
Minimal Education:
• High School diploma or equivalent
Preferred Education:
• Associate’s degree in business, communication, or a related field.

Experience:
Minimal Experience:
• 4 - 5 years of progressively responsible administrative experience in higher education, student records management, or a related academic services office.
Preferred Experience:
• Experience working in a Registrar’s Office or equivalent student services area with knowledge of PeopleSoft (or comparable student information system). Experience supporting core Registrar functions such as program updates, enrollment, graduation processing, grading, and transfer credit.

• High level of organizational skills and attention to detail.
• Ability to meet deadlines while managing detailed, fluctuating data and multiple appeals for attention in a fast-paced environment.
• Capacity to use independent judgement and to perform successfully without close supervision.

• Skill in establishing priorities and handling multiple projects simultaneously while maintaining a high level of accuracy.
• Ability to convey complex information clearly and diplomatically.
• Skilled in providing exceptional service, and navigating complex organizational procedures.

• Intermediate to advanced knowledge of Microsoft Excel, and Google applications such as Google Drive and Gmail.
• Ability to use multiple systems, and learn new technology quickly.
• Ability to work effectively with a diverse student, staff and faculty population.
• Ability to function professionally in a fast-paced work environment.
• A willingness to learn new skills.

The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from veterans and people with disabilities. 

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records