Position Summary

The Registrar provides strategic leadership and oversight of the college's academic records and registration processes, ensuring compliance with institutional policies, FERPA, and external regulations. Serving as the gatekeeper of institutional academic records, the individual will provide leadership in planning, organizing, implementing, and managing all registration, graduation, and academic records functions. This role ensures compliance with record-keeping standards, college policies, and procedures while meeting the benchmarks established by AACRAO. The Registrar also maintains the integrity of student systems, oversees transfer credit evaluations, manages student academic records, and supports commencement activities.

Additionally, the Registrar collaborates with college administrators to enhance registration services, manages the department’s budget, and ensures the retention and security of student records.

Salary Schedule: C3

Essential Duties and Responsibilities

• Ensure compliance with FERPA, institutional policies, and record-keeping standards.
• Oversee adherence to AACRAO-established benchmarks and other regulatory requirements.
• Retain and secure student academic records following FERPA and college policies.
• Manage compliance reporting for external government agencies and internal/external stakeholders, including the National Student Clearinghouse.
• Utilize the Ellucian Banner Student Information System to provide accurate and efficient information, reports, institutional statistics, and services.
• Oversee beginning- and end-of-term processes, including course schedules, registration settings, grade collection, and maintenance of academic records.
• Supervise the drop for the non-attendance process and assist with the drop for the non-payment process.
• Manage operations in systems such as Banner, DegreeWorks, BDM Xtender, TargetX, and NextGen Dynamic Forms.
• Interpret academic rules, college policies, and board regulations regarding student records, grading, graduation, academic calendar, and transfer credits.
• Facilitates creating and maintaining student degree plans as designed by the Instructional Services division.
• Monitor incomplete grades and process grade changes according to established procedures.
• Manage transfer credit evaluations and the posting of AP, CLEP, IB, PLA, and military credits.
• Supervise degree audits, graduation certification, reverse transfer, auto-awarding of credentials, and commencement activities.
• Oversee the College Catalog and Student Handbook's updates, revisions, and publication.
• Provide verification and certification of enrollment for students and other agencies.
• Verify academic status, including honors, satisfactory progress, and probation notifications.
• Collaborate with administrators and staff to improve registration services for students.
• Serve as a liaison for commencement planning with administration, faculty, and staff.
• Assist in the development and implementation of records policies and procedures.
• Serve as the Designated School Official (DSO) for the Student and Exchange Visitor Information System (SEVIS) and international students.
• Ensure the proper disposal of transitory records in compliance with state and federal regulations.
• Manage the Records Office's annual budget.
• Process transcript requests, terminations/withdrawals, re-enrollments, and schedule changes.
• Build and activate terms for registration and manage repeat/replace processing, academic action processes, and honors lists.
• Perform other duties as assigned by the Assistant Dean of Student Affairs, Vice President of Student Affairs & Information Services, Vice President of Instruction, or the President.

Qualifications

Required Qualifications:

• Master’s Degree or higher from a regionally accredited four-year college or university. Revised 10/30/2024
• Five (5) years of work experience in Admissions, Records, Registration, or Advising in a higher education setting.

Preferred Qualifications:

• Experience working with student technical systems such as but not limited to Banner, Colleague, or PeopleSoft and Customer Relationship Management (CRM) systems.
• Three (3) years of supervisory/administrative experience in higher education.

Required Knowledge, Skills, & Abilities:

• In-depth understanding of AACRAO standards, FERPA regulations, and institutional policies for maintaining academic records.
• Familiarity with state and federal reporting requirements for student data and records retention.
• Strong leadership and management skills to oversee admissions, registration, graduation, and academic records functions.
• Ability to plan, organize, and implement complex office functions and processes efficiently.
• Expertise in utilizing Ellucian Banner, OneACCS systems (Banner, DegreeWorks, BDM Xtender, NextGen Dynamic Forms), and other relevant administrative software to manage student records and provide accurate reports and data.
• Ability to generate and analyze institutional data, compliance reports, and statistics for internal and external stakeholders (e.g., National Student Clearinghouse, government agencies).
• Strong understanding of record retention policies and the secure handling of student academic records according to FERPA and institutional policies.
• Excellent communication skills to consult with administrators, faculty, and external agencies on registration procedures, graduation processes, and academic status verification.
• Ability to interpret and apply complex policies and procedures and make informed decisions regarding academic records, student status, and credit transfer evaluations.
• Ability to manage multiple tasks and deadlines, particularly during peak periods such as registration and graduation cycles.
• Dedication to staying current on evolving policies, procedures, and technology related to academic records and actively seeking improvements in office functions and student services.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet to be considered for this position. Applicants who fail to submit all required information will not be considered. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

• Trenholm State Community College online employment application.
• A current resume, including three (3) references.
• Copy of transcripts that demonstrate the required educational qualifications must be included and must identify the applicant, institution, degree, and date conferred.

WORK EXPERIENCE VERIFICATION
Neither a resume nor an application is appropriate verification of work experience. It is not our policy to contact current and/or previous employers to obtain employment verification. “Work experience verification is required in writing from your current and/or previous employer(s) confirming the required level of experience as stated in the “Minimum Qualifications” section and other related experience. Verification should include dates of employment and position title(s). Proof of work experience verification may be delayed until an official offer of employment using the Work Experience Verification form, which is found on the Human Resources home page. All work experience verification must be completed within 15 days following the employment offer.

APPLICATION DEADLINE: Complete application files will be accepted by the Office of Human Resources on a continuous basis and remain active for one year for available positions. Incomplete application packets will eliminate the possibility of a position opportunity.

EEOC, E-VERIFY, BACKGROUND CHECK STATEMENTS: Trenholm State Community College is an equal opportunity employer. It is the official policy of the Alabama Community College System that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Trenholm State Community College will make reasonable accommodations for qualified disabled applicants or employees.

Trenholm State Community College reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled by the applicants for this position should another vacancy occur during the search process. Any offer of employment is contingent upon a satisfactory criminal background investigation. The applicant will be responsible for the cost of the criminal background investigation.
This employer participates in E-Verify.

Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.

Annual Leave
All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office.
0-4 years 8 hours per month
5-9 years 10 hours per month
10-14 years 12 hours per month
15-19 years 14 hours per month
20+ 16 hours per month
(may accumulate up to 480 hours)

Personal Leave
All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year.
Unused Personal Leave converts to sick leave if not used.
Professional Leave
Up to 10 days a year of professional development leave with pay may be granted by the President.

Holidays
New Year's Day
Martin Luther King/Robert E. Lee Birthday
National Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Eve
Christmas Day
15 (5 locally assigned)

Contracted Work Days
260

Retirement
The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama.
Tier I - Pays 7.50% monthly. State matches 13.57% (effective 10/01/24)
Tier II – Pays 6.20% monthly. State matches 12.60% (effective 10/01/24)
Law Enforcement Officers:
Tier I-Pays 8.50% monthly. State matches 13.57% (effective 10/01/24)
Tier II- Pays 7.20% monthly. State matches 12.60% (effective 10/01/24)

Health Insurance
PEEHIP, established in 1983, provides health insurance benefits for active and retired education employees and is governed by the PEEHIP Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA.

Premium amounts:

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee + Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307

• Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.

Tobacco Usage Premium

• Member $ 50
• Spouse $ 50

The tobacco premium applies only to the PEEHIP Hospital Medical and VIVA Health plans.