Program Administrator (Registrar & Records - WCC)

AgUpdate; New York (NY); On-site; USD 88,000 - 117,000; Full time

Job summary

Westchester Community College seeks a Program Administrator (Registrar & Records) to support planning, administration, and evaluation of the Registrar's Office, ensuring accuracy, integrity, and security of student records and enrollment services.

You will oversee student records processes, FERPA compliance, and SIS systems like Oracle PeopleSoft Campus Solutions and Degree Works, coordinating reporting and supporting budgeting and policy implementation in a full-time role based in Valhalla, NY.

Qualifications

• Bachelor's Degree in Education, Public Administration, or Business Administration with three years of Registrar's Office experience, including two years of supervisory experience in a college; or Bachelor's Degree and four years of experience with supervisory responsibility.

Responsibilities

• Coordinate administrative processes related to registration, student records, enrollment processing, academic standing, degree and certificate completion, transcript services, and related Registrar functions.
• Coordinate complex records-related matters, including academic standing, graduation eligibility, residency determinations, transcript and enrollment verification, and interpretation of academic policies.
• Review procedures for collection, maintenance, release, and protection of student academic records.
• Assist in ensuring accuracy, integrity, and appropriate maintenance of student academic records.
• Assist with interpreting and implementing College, SUNY, New York State, and federal policies affecting student records and academic administration.
• Support FERPA compliance, records retention, and student information privacy and security standards.
• Assist with enrollment and student records reporting, data review, audit preparation, regulatory inquiries, and development of operational reports.
• Develop and review administrative procedures and internal controls to promote compliant records management practices.
• Assist Registrar in planning, coordinating, and overseeing daily operations of the Registrar's Office.
• Develop, implement, review, and update office policies, workflows, and internal controls for effective operations.
• Coordinate office priorities, monitor workflow, identify needs, and recommend improvements.
• Represent Registrar at college meetings, committees, and cross-divisional initiatives.

Job description

Program Administrator (Registrar & Records - WCC)

Category: Staff Positions

Department: Registrar/ Student Affairs

Locations: Valhalla, NY

Position ID: 206488

Under the general direction of the Registrar, the Program Administrator assists with the planning, administration, coordination, and evaluation of the operations of the Registrar's Office. The position provides advanced administrative and functional support to the Registrar and exercises independent judgment in the administration of student records, registration, academic records, enrollment reporting, and related services. The Program Administrator supports the Registrar in ensuring the accuracy, integrity, security, and appropriate maintenance of student academic records and the effective delivery of services to students, faculty, and college personnel. Responsibilities include:

Student Records and Compliance

• Coordinate administrative processes related to registration, student records, enrollment processing, academic standing, degree and certificate completion, transcript services, and related Registrar functions.
• Coordinate complex records-related matters, including academic standing, graduation eligibility, residency determinations, transcript and enrollment verification, and the interpretation of academic policies and procedures.
• Review procedures for the collection, maintenance, release, and protection of student academic records and confidential information.
• Assist in ensuring the accuracy, integrity, and appropriate maintenance of student academic records.
• Assist the Registrar with interpreting and implementing College, SUNY, New York State, and federal policies, regulations, and requirements affecting student records and academic administration.
• Support compliance with the Family Educational Rights and Privacy Act (FERPA), records retention requirements, and applicable student information privacy and security standards.
• Assist with enrollment and student records reporting, data review, audit preparation, regulatory inquiries, and the development of operational reports.
• Develop and review administrative procedures and internal controls to promote accurate, consistent, and compliant records management practices.

Operational Leadership

• Assist the Registrar in planning, coordinating, and overseeing the daily administrative operations of the Registrar's Office.
• Assist in developing, implementing, reviewing, and updating office policies, procedures, workflows, and internal controls to ensure effective and consistent operations.
• Coordinate office priorities, monitor workflow, identify operational needs, and recommend improvements to the Registrar.
• Assist the Registrar in maintaining continuity of essential office operations and provide administrative support in the Registrar's absence, as assigned.
• Assist the Registrar with annual budget preparation, monitoring, and fiscal reporting.
• Represent the Registrar, as delegated, at college meetings, committees, and cross-divisional initiatives.
• Perform other duties as assigned.

Student Information Systems

• Provide functional oversight and subject-matter expertise for Registrar-related student information systems, including Oracle PeopleSoft Campus Solutions, Degree Works, and electronic transcript and records platforms.
• Identify business needs, develop functional requirements, coordinate user acceptance testing, and validate system functionality and data accuracy in collaboration with Information Technology.

Job Requirements:

It is required that the successful candidate possess either:

• (a) Bachelor's Degree in Education, Public Administration, Business Administration and three years of experience in a Registrar's Office where the primary function of the position was educational administration, including two years of supervisory experience in a college; or
• (b) Bachelor's Degree and four years of experience as defined in (a), including the supervisory experience in a college.

Satisfactory completion of 30 credits towards a Master's Degree may be substituted for each year of the experience as defined in (a). There is no substitution for the supervisory experience.

All candidates must have evidence of responsiveness to and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of non-traditional adult students, as these factors relate to the need for equity-minded practice.

PREFERRED QUALIFICATIONS:

• Has college Registrar operations, student records administration, registration, enrollment services, or related higher education administration experience.
• Has experience with Oracle PeopleSoft Campus Solutions, Degree Works, electronic transcript systems, and other student information systems.
• Is knowledgeable of FERPA, student records privacy, records retention, and applicable SUNY, New York State, and federal regulations.
• Demonstrates the ability to analyze data, prepare reports, manage complex records processes, and resolve sensitive or escalated student records matters.
• Has strong organizational, communication, problem-solving, project management, and interpersonal skills.
• Is able to exercise sound independent judgment and can manage competing priorities.

Additional Information:

POSITION EFFECTIVE: The position will remain open until filled.

SALARY & BENEFITS: The starting salary for this position is $88,070. Additional compensation with seniority steps maximize at a salary of $116,892. Benefits include comprehensive health coverage, a choice of defined benefit or defined contribution pension plan, generous leave benefits, and access to tax sheltered annuities and a deferred compensation plan.

WORK SCHEDULE: This is a full-time position with hours typically 9AM - 5PM, Monday through Friday, or as established by the college. Flexibility is required during peak registration, graduation, and other critical college operating periods and including evening and weekend work.