Associate Registrar

Description

Associate Registrar

Registrar's Office

Full-time, exempt

Reports to: Registrar

Salary: $55,000-67,000

VLGS Benefits and PTO include:

- Full benefits (medical, dental, vision, etc.).

- 403b including 4% employer contribution.

- 2 weeks of paid vacation in addition to paid personal and sick days.

- 11 paid holidays plus two weeks of paid "Dean's Days" for Summer and Winter breaks.

- Employee Assistance Program.

- VLGS course participation with tuition assistance.

- Flexible schedule potential.

Vermont Law and Graduate School is committed to cultivating and preserving a culture of inclusion and connectedness. We grow and learn better together with a diverse group of faculty, staff, and students. In recruiting for faculty and staff, we seek unique backgrounds to enrich and challenge our community.

Position Summary:

Under limited supervision, supports the overall operations of the Registrar's office, including areas such as management of student records, official and unofficial transcripts, grade petitions, graduation process, monitoring academic guidelines, degree audit reporting system, and related matters. Ensures compliance with the Family Rights and Privacy Act and all other applicable laws and regulations. The Associate Registrar is the primary backup to the Registrar and assumes management of the Registrar's office when the Registrar is unavailable or out of the office.

Essential Functions and Principal Accountabilities:

• Develop and implements systems to maintain student academic records; online degree audit reporting system (if applicable); administers storage, security, accuracy, and preservation of academic credentials in accordance with VLGS policy, accreditation standards, and privacy laws.
• Interpret and enforce academic rules and regulations; monitor academic standing; coordinate probation, suspension, and dean's lists, as appropriate.
• Provide backup to the Registrar for supervision of Registrar personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution; evaluate performance and makes recommendations for personnel actions; motivate employees to achieve peak productivity and performance.
• Create, maintain, and update all degree audits for all students.
• Create and submit all Clearinghouse reports for all students via Jenzabar. These reports must be submitted according to a preset timetable.
• Correct all errors in the Clearinghouse reports and resubmit them promptly.
• Manage the complete graduation process, including completing all student files upon matriculation, creating degree audits, reviewing degree audits to be able to advise students in their 5th semester on missing graduation requirements, reviewing all intent to graduate applications, updating/confirming awarding of all certificates, ordering diplomas throughout the year, and working with other departments to ensure Commencement runs smoothly.
• Serve as the "ExamSoft" backup for the ES administrator and assist in administering mid-term and final exams.
• Manage most summer class functions, including rosters, exams, final grades, and accommodations.
• Handle all apostille and notary responsibilities.
• Register students in classes as needed; Advise students in their respective degree programs as needed.
• Email all final class rosters at the end of Add-Drop, and at the end of the semester, and follow up with faculty as needed.
• Enter grades as received or verify grades other staff members have entered.
• Diplomas (ordering, reviewing, and mailing, as well as replacement diplomas and certifications of diplomas for international students).
• Support mid-term exam scheduling and accommodations.
• Manage official and unofficial transcript requests.
• Other responsibilities include, but are not limited to: scan and verify of student records from Salesforce to Perspective Content, organize and process all bar certifications for both current students and alumni, manage letters of good standing verify enrollment to 3rd parties, and manage academic student award notifications.
• Ensure the website is updated and current.
• Serve on committees, such as the Diversity Committee and Student Services Committee.
• Manage and order supplies (office and exam).
• Other office tasks include collecting final exams, answering phones, processing verification requests, assisting faculty and staff as needed.
• Perform miscellaneous job-related duties as assigned.

Requirements

Required Education, Skills, and Experience:

• Bachelor's Degree: Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year-for-year basis.
• At least three years of experience in higher education directly related to the duties and responsibilities specified.
• Understanding of, appreciation for, and commitment to inclusion, including the ability to work with students, faculty, and staff from diverse backgrounds, identities, and viewpoints.
• Ability to work with strong attention to detail and a high level of accuracy.
• Ability to develop and maintain recordkeeping systems and procedures.
• Strong English-language interpersonal and communication skills. Ability to communicate effectively, both orally and in writing.
• Ability to gather data, compile information, and prepare reports.
• Strong skills in Microsoft Office Suite, including Outlook, Office Suite, and Microsoft Teams.
• Knowledge or ability to thoroughly master the Jenzabar system, Infomaker, ImageNow, and other platforms.
• Must adapt to new and emerging technology as established and communicated by the law school.
• Knowledge of academic standards governing student probation, suspension, and/or expulsion.
• Ability to maintain confidentiality of records and information and impart confidential information.
• Ability to make independent administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability to interpret, adapt, and apply the rules, regulations, and laws regarding student records, FRPA laws, and confidentiality practices and processes. Ability to analyze and solve problems, organize resources, and establish priorities.
• Strong customer service skills.

Other Requirements:

• Requires the ability to use a telephone and computer and be physically present on campus for student interactions
• Ability to prioritize multiple tasks and deadlines and reorganize under pressure.
• Ability to work independently and within a team.
• Must be able to work legally within the United States without sponsorship.
• Physical ability to perform all essential functions of the job with or without basic accommodations.

Application Requirements:

Please attach a resume and cover letter for consideration.

If you are applying from a third-party website (Indeed, etc.) and are unable to attach additional materials to your online application, please apply directly at https://www.vermontlaw.edu/community/about-vls/employment-opportunities or email required documents to Christine Moyer, cmoyer@vermontlaw.edu.

As part of our commitment to compliance with the Americans with Disabilities Act, candidates who meet the qualifications for this position and who require accommodations to apply should contact Human Resources at jobs@vermontlaw.edu. Vermont Law and Graduate School strives to raise the bar for being an Equal Opportunity Employer, and we prohibit discrimination based on race, color, religion, ancestry, sex, sexual orientation, gender identity, age, national origin, place of birth, marital status, disability, veteran's status, HIV status, pregnancy, genetic information, health insurance status, and crime victim status.