Reporting to the Senior Vice Provost for Academic Affairs, the Registrar contributes to the academic mission through oversight for the administration and management of the Registration & Records Office and stewardship of all student academic and curriculum records, by advancing academic initiatives and creating an administrative structure that supports student success while maintaining a focus on student service. The Registrar is responsible for the integrity and security of student academic data and serves as the campus compliance officer for FERPA. This position collaborates with administrators, chairs, deans, faculty, the Division of Information Technology, and academic advisors to facilitate and improve services to students.
Duties and Responsibilities (generally)
The Registrar provides innovative and forward-looking leadership and direction for the Registration and Records Office (6 direct reports and 17 subordinate reports) and works collaboratively to establish direction, priorities, goals, and innovative solutions to problems. The candidate will be of unimpeachable integrity and superb judgment, exemplified by fairness, flexibility, empathy, responsiveness, and broad and compelling personal and professional experience. Exceptional communications skills are required – especially strong listening skills and an ability to find and form consensus.
Provide leadership and oversight in developing office policies and procedures to continuously improve services provided by the Registration and Records Office. Make data-informed proposals and decisions to contribute to the overall goals of the office, the Academic Affairs division, and the university. Function as the primary university data custodian for student academic records with responsibility for setting and implementing appropriate planning and policy level standards. Serve as the university Compliance Officer for the Family Educational Rights and Privacy Act (FERPA); serve as the main resource to university departments and campus officials for institutional policies and practices relating to student academic records, particularly concerning balancing the campus need for data access with the legal and ethical issues involved in records privacy and security. Direct budget preparations and internal allocations for the Registration and Records Office. Participate in professional development activities including state, regional, and national professional associations relating to college registrars. Serve on university committees as assigned. Serve as the NIU representative and coordinator for the Illinois Articulation Initiative and coordinate all commencement activities.
NCAA Regulations: As a staff member within the department of Registration and Records, the Registrar is responsible for knowledge of and compliance with National Collegiate Athletic Association (NCAA) regulations, both those general and those which apply directly to the position’s responsibilities. Strict adherence to all applicable governing policies, procedures, and regulations of the NCAA is required and is a condition of employment.
Confidentiality: As the custodian of student records the Registrar will come in contact with a wide variety of confidential information about students. Student privacy is protected under federal law by the Family Educational Rights and Privacy Act of 1974. It is expected that the Registrar will comply with this law and that confidential material will not be discussed with or communicated to anyone without a demonstrated need to know.
Minimum Required Qualifications for this position
- Earned master’s degree from a regionally accredited university.
- Eight years of progressively responsible administrative experience in a comprehensive registration and records office.
- Demonstrated experience with budget formation and management.
- Record of exceptional ethical behavior and integrity.
- Proven and demonstrated commitment to equity, diversity and inclusion.
- Effective interpersonal and communication skills to interact verbally and in writing with diverse constituencies including students, faculty and administrators; to facilitate teamwork among staff and in committees; and to foster effective working relationships externally with schools, colleges, organizations and agencies.
Specialty Factors (Additional Required Qualifications)
Education and Experience Preferred
- Master’s degree preferably in higher education, management, information systems or field relevant to the registrar’s duties.
- Experience with information systems typically managed by the registrar including degree-audit, classroom scheduling and student records management.
- Ability to provide creative and distinctive leadership to NIU’s graduate programs, continually seeking opportunities to advance academic excellence and innovation in teaching, research and artistic endeavor.
- Understanding of the functional areas of the Office of Registration and Records including classroom scheduling, the university catalog, student records management, data reporting and commencement.
- Demonstrated leadership experience related to the functions of the registrar.
- Experience with the compliance functions of the registrar including regulations, policies and procedures related to FERPA, NCAA reporting and other student records management.
- Proven support for the success of students with demonstrated positive results in developing student-centered administrative processes.
- Evidence of strong and effective administrative skills, with a capacity to build and develop leadership teams at all levels of the unit, including administrative staff and faculty.
- A deep respect for and commitment to diversity, equity and inclusion as exhibited by a record of promoting diversity, equity and inclusion in the promulgation, implementation and development of student-facing policies.
- Bring a deep understanding of the changes taking place in higher education and a commitment to forward-looking leadership and change in the operation of the Office of Registration and Records.
- Work collegially with other members of the university’s executive administration and support the full extent of the mission of NIU.
- Develop collaborative programs with other university colleges and departments; and possess experience in managing growth and change, the ability to resolve conflict and build consensus, and a willingness to seize opportunities.