Registrar

Exempt

Full Time

37.5

M-F 8:30-5

21

$103,372

Critical position to HCC’s enrollment management initiatives. Administers the college’s student academic records, credit and noncredit registration, grading, graduation clearance, commencement, and veterans’ affairs services, including those related to satellite locations. Develops, implements, and maintains a student-centered focus to all processes in the department. Administers major aspects of the college’s academic standing, academic amnesty and registration appeals processes. Administers, maintains, and authenticates the student information system. Responsible for strategic planning, budget development, management, hiring, staff development, performance evaluation, and outcomes assessment processes related to the Office of Records, Registration and Veterans’ Affairs (RRVA). Serves as the college’s chief Family Educational Rights and Privacy Act officer (FERPA), developing and implementing campus confidentiality policies, procedure, staff development and training, and interpretation related to the release of student record information. Responsible for all technology implementations and enhancements related to student records and registration processes. Responsible for state and institutional official enrollment reports, enrollment statistics and documents, including those submitted to MHEC, the National Student Clearinghouse, the U.S. Departments of Education, Veterans Affairs and Defense, and many other reporting and verification processes, as well as the creation, production, and security of official transcripts. Oversees the development of reports that enable enrollment services and the enrollment management team to investigate and assess critical enrollment issues, demographics, and initiatives, including developing enrollment projections. Oversees the certification of degrees. Oversees and coordinates the preparation of the registration related portions of the web, schedule of classes, registration documents and other publications and media related to registration. Administers the federal campus-based Veterans Affairs and Tuition Assistance programs, ensuring the college provides excellent service to veterans, service members, and their dependents, ensuring full compliance requirements and outstanding service to this important student population. Works closely with the academic division to develop the academic calendar. Serves on key cross-functional teams. Works closely with finance, financial aid services, admissions and advising, continuing education, information technology, academic divisions, planning research and organizational development, and many other critical units.

• Serves as a key member of the college’s enrollment management team.
• Responsible for official government and institutional enrollment reports, enrollment statistics and documents submitted to MHEC and to the National Student Clearinghouse, as well as official transcripts and many other reporting and verification processes. Administers the preparation, submission, and circulation of state (MHEC) and federal reports.
• Serves as the college’s chief FERPA officer, developing and implementing campus confidentiality policies, procedures, staff development and training and interpretation related to the release of student record information, including the processing of court ordered subpoenas and Solomon Amendment requests. Supports the President’s Office in processing Freedom of Information Act requests pertaining to student records.
• Administers all aspects of the student academic records process including creation, maintenance, update, security and integrity of all official student academic records in all formats (including electronic, and paper) for credit and noncredit students as recorded in the information system, digital imaging, microfilm, microfiche and optical disk. Oversees and coordinates the preparation of the registration-related portions of the web, schedule of classes catalog, and registration documents and other publications.
• Administers the registration process for credit and noncredit students and works closely with other units to develop and facilitate special registration projects.
• Establishes registration dates and deadlines for each term and numerous future terms simultaneously and assists the finance office with the establishment of payment, refund and drop for non-payment dates.
• Implements and administers online grading including the collection of “Never Attended (NA) grades. Issues official and unofficial transcripts, and letters of verification and maintains the security of these records.
• Administers critical elements of the academic standing process, working closely with all college divisions and units involved. Oversees the notification of students on warning, probation and suspension status. Works closely with financial aid services to coordinate Satisfactory Academic Progress (SAP) process and appeals processes with academic standing processes.
• Administers major aspects of the college’s academic amnesty processes.
• Responsible for all technology implementations and enhancements related to student records and registration processes.
• Administers, maintains, and authenticates the student information system and related systems, such as digital imaging.
• Oversees the development of queries and reports that enable enrollment services and the enrollment management team to investigate and assess critical enrollment issues, demographics, and initiatives, including developing enrollment projections and reports required for federal and state reporting. Works closely with the office of planning, research, and organizational development to develop and prepare reports on a wide variety of topics.
• Administers graduation, athletic, and enrollment verification and veteran and service member enrollment certification processes. Oversees the certification of degrees, the production of official transcripts (paper and electronic), and enrollment verification.
• Oversees the submission of enrollment degree verification reports to the National Student Clearinghouse, the National Junior College Athletic Association, and the U.S. Departments of Veterans Affairs (VA) and Defense (DoD).
• Develops, maintains and updates department’s service interruption, succession, knowledge transfer, and emergency operations plans.
• Works closely with academic division to develop the academic calendar.
• Oversees messaging for RRVA related content on the web, and other means of communication to students, faculty, and staff.
• Assists with the provision of services and reporting needs for satellite locations.
• Administers the federal campus-based Veterans’ Affairs and Tuition Assistance programs, serves as the campuses chief Veterans Affairs officer ensuring the college provides excellent service to veterans, service members, and their dependents and fulfills compliance requirements.
• Administers the annual commencement ceremony each year, including chairing the commencement committee, managing the budget, organizing all logistics, communication, developing and implementing specialized programs for graduates, arranging contracts, and other business with vendors, preparing commencement program and other publications and organizing related events.
• Develops and implements professional development and training programs for the RRVA staff and other college units as appropriate.
• Responsible for strategic planning, budget development, and management, hiring, staff development, performance evaluation and outcomes assessment processes related to RRVA.
• Assists the associate vice president and with strategic planning for the enrollment services unit of the student services division, as well as emergency operations planning.
• Serves on college cross-functional teams and standing committees as assigned. Participates with MACC affinity group. Represents the college at American Association of Collegiate Registrars and Admissions Officers, the Middle States Association of Collegiate Registrars and Admissions Officers, the Chesapeake and Potomac Association of Collegiate Registrars and Admissions Officers meetings. Performs other duties as assigned.

Bachelor’s degree

1

Bachelor’s degree required. Master’s degree strongly preferred. Prior experience with college records and registration in an administrative capacity, including knowledge of enrollment management policies and strategies, registration systems, state reporting, enrollment verification, graduation clearance and degree audit, and processes required; four or more years of experience strongly preferred. Strong customer service skills and experience required. Outstanding technology skills required, including experience with student information systems, online registration systems, communication management, Windows, MS Office, querying software, digital imaging, and other applications required along with interest and skills to seek and implement technological solutions. Outstanding decision making, problem solving, organization skills, and research abilities required. Excellent communication skills, including verbal, written, and web-based communication skills required; public speaking and conflict resolution skills required. Strong background in staff development and training related to areas of responsibility. Outstanding leadership and motivation skills required. The ability to serve as an effective team member is required. Required ability to develop, identify and manage multiple priorities in a fast-paced, deadline driven environment while providing exemplary customer service required. Outstanding knowledge of the FERPA, Solomon Amendment, and legislation relating to the administration of veterans’ benefits and Tuition Assistance and their implications for the campus required. Experience with managing commencement or other large scale events strongly preferred. Knowledge of Veterans Affairs administration strongly preferred. Knowledge of accreditation processes and active participation in them. Knowledge of legal issues involving college records.

Knowledge of Operations, Systems and Procedures
Knowledge of all college policies and procedures concerning all aspects (technological and manual) of the records and registration area. Knowledge of policies and procedures related to registration, including admission and residency requirements, degree and certificate program requirements, credit and noncredit requirements, awards, and sanctions, financial requirements related to registration, and billing and payment processes. Knowledge of federal and state laws relating to student records privacy, student rights, and red flag priorities. Knowledge of Ellucian Colleague Student System, Internet, Image Now digital imaging system, college network, telephone system, electronic mail, and the college website. Knowledge and application of budgetary and strategic planning procedures. Ability to analyze, learn, implement, and use new computer applications. Knowledge of remote access software. Ability to develop and implement special events. Knowledge of and ability to develop and implement emergency operations procedures. Knowledge of college personnel, budgetary, planning and other key policies and processes.

Equipment Used
Microcomputer; laptop; scanner; laser and other printers; fax machine; calculator; photocopier; document validator; presentation equipment; and other office equipment as required.

Specialized Publications and Resource Materials
HCC publications, such as the catalog and credit and noncredit schedule of classes, as well as college registration materials and documents, and publications from other institutions; HCC policy and procedure manuals; emergency operations and succession planning documents, professional journals and publications; national, state, and local professional memberships. College, professional and other websites. Federal websites including USDOE (FERPA); VA; DoD; Federal Register and many others.

OTHER REQUIREMENTS
Ability to maintain strict confidentiality.
Ability to communicate effectively, both verbally and in writing.
Regular attendance is a requirement of this job.
Performs all duties while considering the impact of any actions on the college’s sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

Frequent extended hours; fast paced, busy, deadline driven, with continual interruptions requiring concurrent management of numerous assignments and responsibilities. Frequent high stress conditions. Occasional travel, sometimes distant. Regular attendance and availability is a requirement of this job. Willingness to work remotely when necessarily. May serve in the absence of the associate vice president.

Yes

Enrollment Services (Div)

Records, Registration & Veterans Affairs

B326P

1

03/17/2024

03/08/2024

03/24/2024

No

Staff

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor’s degree must participate in The Pension. Employees that possess a bachelor’s degree and hold professional positions that require a bachelor’s degree may choose to participate in either The Pension or The ORP.

*Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college’s application in full).

https://howardcc.peopleadmin.com/postings/3744

Howard Community College (HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.
HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.