Responsible for managing all aspects of assigned areas of Registrar operations. Continuously develops knowledge and awareness of other functional areas in the Registrar Office in order to effectively integrate work responsibilities into department processes and to be a resource to others in this same regard. Participates in process change initiatives. Assesses outcomes and makes practical recommendations for process improvements.
Serves as member of department’s service delivery team. Delivers customer service at front desk for assigned periods each month. Develops and maintains detailed knowledge of department’s constituent service functions. Effective in explaining specific process details to constituents, answering questions and applying department procedures and academic policy to individual situations.
Oversight of assigned functional processes within the office. Ensures that transactional work is accomplished in an accurate and timely manner (at times by other staff members that are not directly supervised by this position) and that quality assurance steps are completed at appropriate points in the process. Reviews and monitors information at regular intervals and ensures that accurate and timely information is available for both functional operations and management reporting needs. Serves as subject-matter expert to colleagues within the department and across departments for assigned areas of expertise.
Primary Responsibilities include:
Degree Audit - The Assistant Registrar will be a primary team member of the degree audit process for all students (especially seniors in their 7th and 8th semesters) under the general direction of the Registrar; this process relates closely with final degree clearance and major/minor approvals
Degree Conferral and Diplomas - Manage all aspects of the degree conferral process; Collect diploma names for degree candidates, order diplomas and oversee diploma preparation and distribution.
Final Grading – oversee all semester grading cycles and process of accepting, approving and recording grade changes; Manages the collection and recording of final grades to replace incomplete grades.
Student Evaluation Questionnaires (SEQ) – Manage all aspects of the student course evaluation process each fall, winter and spring semester.
Transfer Credit – Manage all aspects of the transfer credit evaluation and processing to student records under the general direction of the Registrar; Responsible for routing transfer credit requests and ensuring all requests receive timely approval/ responses; post transfer credit including academic courses, and test scores that earn academic credit; contribute to educating students and faculty regarding process and respond to questions and inquiries from students and faculty.
Communication Planning - Organizes and maintains Registrar’s Office communications calendar; works closely with other Registrar’s Office staff to maintain current templates for communications to constituents; prepares and edits scheduled communications and confirms distribution of scheduled communications.
Develops expertise in the administrative applications used within the department. Develops and maintains documentation for use by all members of the department; Manages operations calendar dates and communications to constituents for functional areas of responsibility.
Registration – responding to questions about registration and cross-registration processes, addressing student and faculty problems and concerns, processing manual registration transactions, accept paper-based forms.
Transcripts – explain transcript request process, assist constituents with transcript holds, produce transcript for same day service as needed.
Grade changes – explain grade change process, respond to questions about grade changes from students and faculty, record grade changes received (as appropriate).
Verifications and Certifications – respond to requests for verifications and certifications including accepting specialized forms and explaining the self-service options through the NSLC. Produce verifications.
Majors and minors – Processes major and minor declarations and changes.
Works closely with the Registrar and Associate Registrar to define and implement service delivery improvements, often through implementation of technological changes and solutions.
Participates and contributes to departmental projects and initiatives; Serves as functional lead in projects when appropriate; May lead projects of limited scale and scope.
Delivers department service at Service Desk; Serves as subject-matter expert for service functions.
May manage others including student and temporary employees and Service Associates.
Bachelor’s degree is required.
At least three years of increasingly responsible experience, preferably within higher education or non-profit setting. Demonstrated success with project management and process improvement initiatives.
Effective both as an individual contributor and as a team member within the department.
Skills and Abilities Required:
Excellent problem solving skills.
Excellent customer service skills.
Excellent written and oral communication skills.
Ability to communicate technical information to a non-technical audience.
Excellent time management skills.
Project management skills including ability to develop project task lists and time lines, monitor progress against plan, manage people and roadblocks.
Ability to influence people and processes that are not directly supervised by this position.
Ability to continuously acquire new technical skills that contribute to the automation initiatives and service improvement goals of the department.
Ability to monitor and manage complex and detailed processes and information, continuously scanning to ensure timely delivery of service and that high-quality information is maintained and available for operations and management reporting; successfully escalates issues as needed to meet schedules and budgets.
Conducts oneself with integrity in all matters; understands privacy requirements and ensures these are incorporated appropriately in all transactions (written and oral).
Wellesley is known for the excellence of its education, the beauty of its setting, its gifted faculty, and the uniqueness of its campus culture. But most of all, Wellesley is known for the thousands of accomplished, thoughtful women it has sent out into the world for over 100 years women who are committed to making a difference. Every year, some 2,400 of the world's top undergraduate women are challenged to exceed their own highest personal and intellectual expectations. The mastery Wellesley graduates demonstrate across the professional and vocational spectrum, and the influence they wield, whether in their own communities or on the world stage is testament to a singularly empowering undergraduate experience. Wellesley's lively academic community places a high value on rigorous, probing inquiry, and creative, cross-discipline thinking. Its collaborative approach to scholarship encourages students to question, debate, and refine their points of view, not only with each other, but with our world-class faculty, often by working directly with them on groundbreaking projects. A Wellesley education fosters the highest standard of readiness for the real world in its graduates, in terms... of ability to think, act, and contribute meaningfully and effectively in their chosen areas of interest.