OUR UNIVERSITY

Ottawa University (established in 1865), one of the oldest private liberal arts universities in the United States, is a multi-campus system serving approximately 4000 students through its campuses in Kansas (Ottawa, Kansas- Residential Campus and Overland Park, Kansas- Adult Programs); Arizona (Surprise Residential Campus and OUAZ Adult Programs); Wisconsin (Brookfield Adult Programs); and our OU ONLINE PROGRAM based out of Overland Park, Kansas.

Ottawa University is a regionally accredited, church-related, private university that strives to integrate faith, learning, and life in the academic experiences of students.

JOB SUMMARY

Position is responsible for monitoring, implementing and ensuring academic policies are followed and maintained; assuring accuracy of student data/information stored in the current system of record (Jenzabar CX) as well as supporting required reporting requirements; and effectively supporting the administrative academic record needs and requirements of a multi-campus system. This position is responsible for the leadership and management of the staff of the multi-campus Office of the Registrar and frequently represents the University with both internal and external groups, including regulatory bodies, agencies, associations, as well as providing regular reports related to the University’s academic enterprise.

ESSENTIAL FUNCTIONS OF THE JOB (provide list of items which are essential to effective outcomes in this role):

• Work closely with University Provost and leadership team relative to overseeing, interpreting and implementing University academic policy. Serve as an expert resource for academic affairs to provide counsel and assistance for implementation and administration of academic policy based on best practice guidelines of the American Association of Collegiate Registrars and Admissions Officers (AACRAO).
• Oversee and assure effective management of all related academic policies, procedures and activities of the University. Assure policies and procedures are consistent with external standards as well as internally among campus units. Assure all University records are appropriately maintained, are retrievable and handled in a confidential and ethical manner.
• Assure effective management and use of the current integrated system of record (currently Jenzabar CX). Provide for integration and consolidation of information with other functions such as accounting and financial aid to assure a streamlined student service and enhanced data quality.
• Oversee the required student records/tracking requirements related to attendance, grades, probations, transcripts, transfer credit, records updates as needed. Assure accuracy, timeliness and quality of all information/data under position responsibility.
• Effectively manage the transcript processing system. Assure data/records are accurate and responses to such requests are managed in a prompt and service focused manner.
• Oversee the evaluation of credits for new and transfer students as a part of the admissions process. Work collaboratively with enrollment teams related to this process.
• Develop and maintain degree audits for all academic programs assuring they are maintained and updated as required by approved modifications.
• Serve as the academic clearinghouse for enrollment reporting, Veterans Certification, Athletic Eligibility, and academic schedule management oversight in cooperation with assigned departments/units.
• Assure external reporting requirements are met related to all Federal, State, Accreditation and other governing body requirements.
• Work collaboratively with appropriate leaders in the development of articulation agreements and programs.
• Serve as expert resource for FERPA regulations which include response to inquiries in an accurate, timely, and student-centered manner. Additionally responsible to assure appropriate University staff and faculty are trained related to best practices related to FERPA guidelines.
• Conduct institutional research relevant to registrarial functions and in support of University initiatives. Serve as staff for the University Academic Council and other academic organizations providing information, analysis and policy recommendations.
• Develop the annual operating and capital budgets for department and monitor performance to assure approved budgets are achieved. Take corrective action during the year as needed to adjust for overspending.
• Other duties as assigned

STANDARD UNIVERSITY EXPECTATIONS:

• Manage your staff consistent with university personnel policies. Encourage collaboration among the staff, provide regular evaluation and feedback, and facilitate developmental opportunities.
• Model and encourage collaboration among University departments assuring effective communication and operations.
• Understand the University’s policies and, procedures, and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the University’s Code of Conduct and Ethics.
• Provide leadership through conduct, attitude, and professionalism. Represent the University to students, external groups, faculty, and staff in a way that reflects positively on the University.
• Be mindful and supportive of the overall Mission of Ottawa University.
• Exercise Inclusivity in your daily actions accruing alignment within expectations of the University’s Diversity Statement.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race, age, sex, color, religion, disability, national origin, sexual orientation, genetic information, or any other characteristic protected by law.

REQUIRED EDUCATION: (education based on essential job duties and requirements consistent with business necessity): Master’s Degree in a related field required. Prefer Master's Degree in Student Personnel Administration or a closely related field.

REQUIRED EXPERIENCE: (experience based on requirements in role and are consistent with business necessity) : A minimum ten years with five years academic records/administration experience, with progressively responsible administrative experience in leadership roles; preferably in private higher education.

ADDITIONAL ELIGIBILITY REQUIREMENTS: List required and/or preferred certification, industry specific requirements, required or preferred use of equipment, and all necessary job skills, abilities, and knowledge competencies) Provide a list of items below:

• Position requires demonstrated knowledge of professional guidelines related to registrar functions
• Expertise in integrated systems management
• Excellent leadership and management skills
• Must maintain professional development & trainin sufficient tomeet the changing position needs.
• Excellent organizational, interpersonal, and communication skills.

WORKING CONDITIONS (Physical attributes required to perform job duties with or without reasonable accommodation - examples: sitting, lifting #, bending, driving, environmental factors or elements, noise level, stairs in a building, or other factors that will affect working conditions). Provide a list of items below:

• Prolonged periods of sitting. Must be able to lift 5-15 pounds at a time. Office building requires daily use of stairs. This position may require evening and weekend activities for certain events and meetings and periodic long hours depending upon business cycle and priorities.

TRAVEL REQUIREMENTS: Yes - Travel Required

• If YES, list type and approximate percentage: As needed for position and responsibility.
• Responsible for driving students and University vehicles as part of job duties (YES/NO): No