Assistant Registrar, Academic Records & Enrollment

As the Assistant Registrar for Academic Records, Enrollment, and Grading, you will play a pivotal role in ensuring the seamless operation of essential functions within the Office of the University Registrar. You will oversee the day-to-day activities related to academic records management, enrollment processes, grading procedures, and management of dissertation records. Your responsibilities will encompass a wide range of tasks critical to maintaining the integrity and accuracy of student records and academic processes.

Core Duties*

• • Contribute to overall unit or functional objectives and priorities by overseeing the daily operations; coordinate and oversee the hiring of staff, temporary seasonal employees, and/or students.
  • Review exceptions to university policies and/or procedures and contribute to defining processes for ongoing exceptions to routine procedures. Independently determine appropriate responses to complex issues.
  • Collect, record, maintain, and report on student records within regulatory guidelines, e.g., grades, registration data, transcripts enrollment verification, eDissertation, and ICCB audits.
  • Develop recommendations for implementing and maintaining technology applications, and identify, negotiate, and manage relationships with outside vendors. 
  • Collaborate with administrators, deans, faculty, IT and counselors to facilitate and improve services to students, including registration/records policy questions.
  • Consult and advise students, faculty, and others on issues involving academic policy, grading, enrollment, and petitions.
  • Lead the development of resources and trainings to provide information on university policies, systems processes, and procedures.
  • Lead and develop audits and manage reporting tools to provide continuous evaluation of current business processes; verify accuracy of data; make recommendations for process improvements as a result.
  • Oversee the work of staff, including student and temporary employees.

Enrollment and Grading

• • Plan, implement, and oversee enrollment functions throughout the academic year; including, but not limited to, enrollment group oversight, student information setup and verification, petition processing, and enrollment audits.
  • Oversee enrollment projects and processes by developing and documenting policies and procedures, implementing and maintaining effective systems, and working in cooperation with the campus community to ensure academic policies and procedures are enforced and proper records are maintained.
  • Oversee and manage quarterly grading processes, ensuring timely and accurate completion to uphold organizational standards and meet established deadlines.
  • Certify the accuracy of student enrollment and grading each quarter by coordinating audit reports and other quality assurance checks of student records; request new reports to identify areas of improvement and drive policy changes when needed.
  • Advise student services staff concerning academic, registration, and/or records problems; work with faculty and staff to resolve issues; verify student enrollments as requested.
  • Work in conjunction with the compliance officer to ensure the correct and timely reporting of enrollment data to the National Student Clearinghouse (NSC) and facilitate the resolution of related system and data discrepancies, as well as difficulties experienced by students, such as securing loan deferments and other related matters. 
  • Maintain a thorough knowledge of academic policies and University data systems and provide training for the campus community on topics such as FERPA, grading, academic policies, and student information systems and services. 

Academic Records

• • Oversee and audit data entry into PeopleSoft to ensure proper maintenance and accuracy of student records. Including, but not limited to, generating reports, analyzing student records data, communicating with appropriate constituencies, and ensuring updates are completed in accordance with policies, procedures, and/or standards to resolve inconsistent data.
  • Create, maintain, and secure University academic records in accordance with standards, and ensure compliance with FERPA, as well as implement industry best practices.
  • Collaborate on, and prioritize, the implementation of software enhancements and/or version implementations, for current and future systems, as they relate to enrollment and academic records, including, but not limited to, PeopleSoft, OpenText, National Student Clearinghouse (NSC), transcript processing, diploma management, and dissertation submissions projects.
  • Ensure compliance with and advance the University records retention policies by using professional resources to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.
  • Manage annual Commencement activities related to diploma distribution, grading outreach, dissertation submissions, and degree verifications.
  • Manage the eDissertation process to ensure Masters and Ph.D. students are able to successfully submit dissertations and work directly with the library to ensure that dissertations are properly cataloged. 
  • Coordinate new and existing vendor contracts, prioritize product enhancements, and establish service agreements with records-related vendors.

Team Leadership

• • Supervise the daily operational activities of the Records team, including the Academic Records Officers (3 full-time staff, and on occasion, 1-2 temporary or seasonal staff). 
  • Foster a skilled, high-performing, and efficient team through meticulous selection and supervision, both directly and by skillful delegation of responsibilities to assigned staff members. 
  • Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, maintaining membership in professional organizations and participating in conferences, attending professional development courses, and attending training and/or courses related to the registrar profession.
  • Participate on university committees as designated.
  • Contribute to the overall success of the Office of the Registrar by performing all other duties and responsibilities as assigned.

The expected pay range for this position is $101,000 to $115,000 per annum.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

* - Other duties may also be assigned