Assistant Registrar, Systems

Northern Kentucky University; Cold Spring (KY); On-site; USD 38,000 - 47,000; Full time

Job summary

Northern Kentucky University is seeking an Assistant Registrar, Systems to oversee the SIS, manage curriculum data in SAP, and supervise the catalog production and records retention processes. The role ensures accurate degree audits, scheduling, and reporting across undergraduate and graduate programs.

Responsibilities include maintaining course curricula, coordinating with committees, supervising the Document Imaging and Curriculum Coordinator, and ensuring FERPA compliance.

Qualifications

• Bachelor's degree with three years of related experience required.

Responsibilities

• Maintains and updates the undergraduate and graduate curriculum in SAP to ensure classes can be scheduled, students can register, and reports are correct.
• Oversees the undergraduate catalog production and maintenance, updates in catalog software, and collaborates with IT for catalog functionality.
• Trains, supervises and evaluates staff including the Document Imaging and Curriculum Coordinator and Catalog/Curriculum Coordinator.
• Oversees organization and maintenance of the records room, ensuring security and preservation of confidential student records and compliance with FERPA.

Skills

Staff supervision

Data quality

System testing

Education

Bachelor's degree

Tools

SAP

Job description

Position Title:

Assistant Registrar, Systems

Position Type:

Regular

About the Role:

The Assistant Registrar of Systems furthers the focus on studentsupport as the position supervises the SIS, maintains program andcourse curriculum in SAP, manages the undergraduate catalogproduction and maintenance, manages the Registrar records room andcreates and maintains the student records retention schedule.Supervises Document Imaging and Curriculum Coordinator and CatalogCoordinator. Manages course scheduling, system testing, dataquality and degree audits

Duties/Responsibilities

Curriculum Maintenance:

Maintains and updates theUniversity's undergraduate and graduate curriculum in SAP to ensurethat classes can be scheduled, students can register for them, andcourses can be reported correctly. Interprets curriculum policiesand makes decisions on each curriculum form for input in the SAPsystem. Works in conjunction with the University CurriculumCommittee Chair and Curriculum, Accreditation and Assessment tomake decisions regarding course curriculum and policies as well assolutions to issues regarding curriculum. Answers questions fromfaculty and staff across all departments regarding coursecurriculum and policy interpretation. Represents the Office of theUniversity Registrar at Curriculum Committee and Graduate Councilmeetings.

Catalog Creation and Maintenance:

Oversees the undergraduatecatalog production and maintenance, responsible for updates in allRegistrar owned catalog copy in catalog software. Responsible forworking with colleagues in the office and obtaining yearly updateson all policies and input into catalog software. Collaborates withIT to ensure course functionality including pre and co-requisitesas well as run periodic reports. Reviews annual upload of allcourse descriptions to catalog software and compares approvedcourse descriptions to academic unit listings to ensure onlyapproved curriculum is populated for undergraduate and graduatecatalogs. Supervises the University's catalog coordinator to ensureproper transfer of information to the catalog as well as Universityeditor to comply with University style guide.

Supervision:

Trains, supervises and evaluates the jobperformance of the Document Imaging and Curriculum Coordinator andCatalog/Curriculum Coordinator, Systems Coordinator, and CourseScheduling Coordinator. Conducts regular staff meetings, ensuresstaff have appropriate access and on-going training and works withindividual staff members to develop professional developmentgoals.

Records Retention:

Oversees the organization and maintenanceof the records room in the Office of the University Registrar.Responsible for ensuring the security and preservation ofconfidential student records. Works with the University Archivistand Document Imaging Coordinator to create and implement the records retention schedule in compliance with federal privacyregulations (FERPA), AACRAO guidelines and state laws. Worksclosely with University IT staff to remain informed about newtechnology available to enhance imaging system and processes.

Oversees system updates and maintenance for the academic calendar,academic structure, advising holds, booking windows, and degreeaudit. Maintains departmental computer inventory lists. Ad hocreporting/data requests/military data (in conjunction withcompliance). Grading, final, and midterm. NSCH – core file, degreefile and student tracker. POP forms (project opportunity proposal).Removing a change lock. SLCM security processing. Systemconfiguration. System maintenance. System testing (in conjunctionwith functional staff). Office master process calendar. Workflowset-up and maintenance. Responsible for data quality audits andtroubleshooting. Responsible for end of semester grades,progression and academic standing. Helps support variousspecialized software (e.g. Ad Astra, catalog, Diplomas on Demand,Phone Tree). Oversee course and room scheduling process.

Performs additional duties as might be required or assigned byRegistrar leadership.

Bachelor's and 3 years' related experience required.

Minimum Salary of $42,549 Annually

Posted Salary:

$42,549 Minimum Annually