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Western Wyoming Community College

Job Description


Position Summary Information

Posting Number

Job Title

Students Only

Job Description Summary

The Registrar is responsible for all planning, organization and supervision of the registration and records functions of the college. This person oversees student records and recordkeeping, transfer evaluation, appeals, registration for all credit and noncredit coursework at all Western registration sites, class schedule and catalog development, classroom scheduling, data analysis and reporting and graduation. The Registrar works closely with other key functions in Mustang Central including Admissions, Advising and Financial Aid. The Registrar will also work closely with other key figures on campus, such as the Vice President for Academic and Student Services and the President. Some travel is required.

This person is responsible for overseeing the maintenance and integrity of all student academic records in accordance with AACRAO standards and FERPA regulations and ensuring compliance with College policies and federal, state, and accreditation regulations, while maintaining customer service. Provides FERPA training/resources to the campus community.

The College expects this individual to accomplish assigned duties in an efficient, effective and competent manner and strive for improvement and excellence in all work performed. Additionally, this individual must understand the comprehensive role of the community college and cooperate and work harmoniously with college personnel and the public. This individual will follow all college policies, rules, regulations and guidelines as they relate to this position.


1. Provides management oversight and leadership for registration and records functions of the College. Carries out academic policy and procedures, and makes initial decisions regarding exceptions.

2. Manages the establishment and maintenance of processes and procedures to reflect current needs, best practices, and technological advancements and for the equitable and consistent administration of academic record keeping policies and procedures. Researches and makes recommendations for improvements.

3. Understands all Western student-related programs and services and is able to communicate information about these programs. Serves as the resource person to faculty regarding course and program changes, approval, etc.

4. Supervises the College’s registration process at all Western locations.

5. Oversees graduation / completion evaluation and certification following each term. Coordinates all aspects of commencement ceremony for the entire campus and works closely with other departments and staff on-campus to lead the proper planning and execution of a successful ceremony.

6. Trains staff, including Rock Springs and distance sites, in registration, policies and procedures, student accounts and privacy issues. Serves as a primary contact for FERPA training, certification, and problem-solving.

7. Coordinates reserving the College’s facilities regarding academic classes.

8. Work collaboratively with IT to plan and develop strategies for maintenance and assessment of academic information infrastructure; this includes advising IT on software and programming issues. Maintains a working knowledge of Colleague or any future administrative database and basic reporting functions. Works closely with the Information Technology staff to assure that the system accomplishes what is needed to provide online services to students and faculty. Trains select staff members regarding data-entry standards for the institution’s student-level data.

9. Collaborates with the Institutional Effectiveness office to complete necessary reporting requirements. Assures that all required state and federal reports are completed and submitted by designated deadlines. Assists in Clearinghouse, completers and IPEDS reporting for the college.

10. Oversees the maintenance of all degree audits for the college. Advise and train faculty on
academic degree requirements, eligibility, academic policies and procedures.

11. Supervises, provides feedback, ensures professional development opportunities related to job responsibilities, and evaluates registration and records professional and paraprofessional support staff.

12. Oversees the development of College publications (online and print) that include on campus class schedules and the college catalog. Responsible for reviewing and assisting with outreach class schedules and online course offerings.

13. Understands the budgeting and requisition process of the college. Assists with preparing annual and biennial budgets as requested; understands and is able to use the purchase requisitions process.

14. Supervises the processing of all information sent to faculty including course rosters, grade requests and basic informational reports. Serves as a resource on college polices and federal and state laws regarding student records.

15. Maintains and oversees consistent communication with students and college staff regarding important deadlines and processes.

16. Maintains a close working relationship with financial aid. Assists financial aid with federal financial aid compliance and audits when needed.

17. Serves as Chair of the Refund Review Committee which meets during the academic year to review all exception requests having to do with student requests for refunds in reference to course registration.

18. Serves as a permanent co-chair of the Curriculum Committee. Also serves on Academic Calendar committee and the Data Governance Team. The Registrar may also be asked to serve on the College’s Emergency Response Team and other academic and College committees.

19. Works closely with Student Learning staff and School Chairs in schedule development and catalog revision, assuring that deadlines are met, information is proofed and schedules and catalogs are updated including major and minor requirements, course descriptions, and academic policies and procedures, academic calendar revisions, and available by designated deadlines.

20. Knowledgeable of Immigration regulations. Serves as College’s Principal Designated School Official. Assures that information is updated on a regular schedule in the SEVIS database.

21. Collaborates with registrars throughout Wyoming community colleges and the University of Wyoming.

22. In partnership with the Dean of Enrollment Management and other directors, the Registrar implements short- and long-range departmental goals and objectives, policies and operating procedures. Monitors and evaluates program effectiveness through use of appropriate standards and the program review process.

23. Maintains the college’s disaster recovery system and sustainability plan for registration and records.

24 Oversees completion and submission of NJCAA athletic eligibility reports each semester.

25. Prepares the records and registration budgets.

Other Duties

1. Maintains an inventory of all assigned equipment and supplies; takes prudent efforts to safeguard Western physical resources from unauthorized use.

2. Operates within the professional confines of established Western policies and procedures.

3. Participates in the College’s on-going Assessment Program to develop a more effective, creative and efficient learning environment for all Western students, especially as they enter the institution.

4. Maintains safe working conditions at all times.

5. Keeps abreast of professional developments and best practices by attending conferences, seminars and completing continuing education classes.

6. Participates in college-wide efforts and events as necessary

7. Securely maintains online and print records as directed by law, policy and best practice.

8. Performs other related duties as appropriate or required.

Minimum Qualifications
MINIMUM QUALIFICATIONS (Knowledge, Abilities, Education and Experience)

1. Master’s degree in higher education, business, management, or other related discipline.

2. Three to five years of progressively more responsible work experience in a college Registrar’s office or comparable position. Basic knowledge of good principles and practices in a college Registrar’s office including confidentiality of student records and information.

3. Supervisory experience.

4. Extensive computer ability. Must be able to maintain an administrative database, learn and train others on new software programs, create query reports and utilize software programs such as Word, Excel and Access.

5. Ability to communicate effectively in verbal and written form. Excellent interpersonal and collaborative skills.

Equivalency Statement

For those candidates who do not exactly meet all minimum qualifications, an equivalent combination of education and experience, which has provided comparable knowledge and abilities, may be accepted.

Preferred Qualifications
PREFERRED ADDITIONAL QUALIFICATIONS (Knowledge, Abilities, Education and Experience)

1. Colleague database experience.

2. Experience with software systems related to a college Registrar’s office including room scheduling, catalog publication, document imaging, and external data reporting tools.

3. Knowledge of or experience in the comprehensive community college environment.

4. Ability to effectively relate to students of diverse ages and backgrounds.

5. Working knowledge of applied research techniques.

6. Extensive supervisory experience.

Open Date

Close Date

Open Until Filled

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