University Registrar (Administrator III) (104977)

  • Sonoma State Unversity
  • Rohnert Park, California
  • Mar 04, 2020
Full Time Records Management

Job Description

Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to the Senior Associate Vice President for Academic Resources, the University Registrar provides strategic planning, direction, and supervision for the Office of Records and manages enrollment support services, registration, student academic records, degree audit and clearance, articulation of transfer credits, graduation and certification of degrees, enrollment and degree verification, production of official transcripts, diplomas, , and classroom scheduling. The Registrar is responsible for the maintenance and integrity of the academic record. The University Registrar serves as a member of the strategic enrollment management (SEM) taskforce, contributes to SEM planning, and is responsible, in part, for the execution and evaluation of a number of SEM initiatives. The University Registrar administers all functions of confidential student records, including FERPA and FERPA training.

Major duties of the position include, but are not limited to, the following:
- Provides leadership in executing all registration and enrollment-related functions in the SSU/PeopleSoft Student Information System, and in using established best practices while promoting an innovative and strategic mindset.
- Oversees all operations in the registration process (record creation, grade processing, transcript issuance, and student enrollment verification).
- Oversees all operations in the transfer credit process and prior learning credit process (evaluation of transcripts, posting of credit, processing and building of transfer credit rules in PeopleSoft).
- Creates and manages policies around changes of student status, including the processing of Drop/Adds, course withdrawals, retroactive withdrawals, and other administrative actions in coordination with university and system-wide initiatives, policies and procedures.
- Leads collaboratively with administrators and faculty in Academic Affairs and Student Affairs around student-related processes and policies, academic standards, and management of student issues.
- Monitors degree audits and graduation eligibility period based on progress-to-degree analyses and other student data.
- Provides leadership and supports Commencement program, diploma preparation, and participates in Commencement activities.
- Supports the development of the Academic Calendar, updating of the Registrar's Office web site, and assists with the development of the University Catalog.
- Responsible for beginning of term processing in PeopleSoft (building of terms and sessions, term activating students, and assigning student appointments).
- Responsible for end of term processing in PeopleSoft (repeat/replace processing, academic action processes, communication with students related to academic actions, and Dean's List processing).
- Assists in enrollment and degree reporting to the National Student Clearinghouse.
- Certifies all student record documents related to degree completion and produces diplomas.
- Enforces the provision of the Family Education Rights and Privacy Act (FERPA) and acts as the University's chief compliance officer for FERPA.
- Enforces compliance with Undergraduate Catalog requirements as they pertain to the Registrar's Office.
- Provides technical leadership for the University's System of Record, PeopleSoft.
- Manages the fiscal affairs of the department, including budget development and priorities; exercises direct fiscal control over the approved budget.
- Directs the activities of staff; determines major personnel decisions including staffing needs, such as hiring and firing; supervising the selection, training and evaluation of staff.
- Upholds campus commitment to inclusive excellence and builds operations that promote a sense of community for a diverse group of students, faculty, and staff; establishes and maintains collaborative and effective working relationships with a diverse group of leaders across the University and with peers at other universities.
- Ensures a high standard of customer service in the Office of the Registrar.
- Counsels and advises students, faculty, and staff on academic matters and interprets and enforces academic policies and regulations.
- Works collaboratively with CMS on maintaining, updating, and reporting to the system on all online courses per AB386 and CSU Fully Online.
- Responsible for classroom scheduling, supervises the University Scheduler, and ensures efficient utilization of general purpose classrooms.
- Serves on various university and systemwide committees and advisory groups, including serving as an active member of the Strategic Enrollment Management (SEM) Taskforce.


This position requires a minimum of 5 years of transferrable experience providing oversight for registrar functions, including planning, supervision, evaluation and budget responsibilities, along with 5 years of progressively responsible and applicable management and/or supervisory experience. Bachelor's degree in business, social science, psychology, education or related field, or equivalent combination of education and experience to provide the required knowledge, skills and abilities to perform the duties of the position. Master's degree and higher education experience preferred. Intermediate to advanced proficiency with computers and Microsoft Office Suite (Outlook, Word, Excel) required. Knowledge of Qualtrics, OnBase, AdobeSign, Google Apps and experience with PeopleSoft strongly preferred.

This position requires a combination of strong leadership, technical, and interpersonal skills. The incumbent must possess a strong understanding of FERPA and student records privacy issues; demonstrate integrity and sound judgment in performing duties; possess the ability to supervise the work of staff and recommend appropriate personnel actions; be able to apply strong problem solving and conflict resolution skills and train and evaluate performance, taking corrective action as needed; deal with stressful situations while maintaining composure; and contribute to a collaborative environment utilizing exemplary communication and problem solving skills as necessary. The Registrar must ensure compliance with university programs and policies as established by federal, state, administrative, and academic entities. Must have strong organizational skills and the ability to manage multiple projects and competing priorities simultaneously, adjusting quickly to changes needed on a daily basis. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations.

Closing Date/Time: Open until filled

Job Address

Rohnert Park, California 94928 United States View Map