Position Title: Associate Registrar, Data Systems and Reporting.
Department: Registrar’s Office.
Classification: Exempt.
FTE: 1.0.
Work Schedule: Monday-Friday, 8AM to 5PM; minimum 3 days on-site; flexible work arrangements can be proposed and are subject to approval by Registrar; occasional evening or weekend work as need required; travel less than 2% of the work schedule, which includes local (Twin Cities metro area) and regional travel.
Salary Range: $62,000 - $70,500.
Essential Job Duties:
- Manage the validity and integrity of the data that are flowing into and out of the institutional data systems, and document and communicate data process procedure:
- Establish and manage processes for inputs into the College Student Information System (SIS).
- Supervise and train others on entry, loading, and updating of student data into College SIS.
- Ensure that student information input and maintenance concurs with established data standards.
- Provide continual review of all activities of the data process team.
- Review data error reports and resolve data errors.
- Collaborate with all student data users to ensure data accuracy across campus.
- Create and maintain all documentation for all student data and document input, workflow, maintenance and verification procedures.
- Work with IT to troubleshoot and correct and SIS issues.
- Attend all IT related meetings regarding information security and report back to the Registrar.
- Review and suggest improvements to current processes and programs within the SIS.
- Maintain SIS permissions and administrative tasks within the SIS.
- Work with offices, departments, and programs regarding software integrations with the current and future SIS.
- Assist with implementation of Oracle SIS and integrations with existing College SIS and other related software/programs.
- Coordinate data reporting services:
- Provide reports for internal and external requests from the SIS, including but not limited to: registration reports, Dean’s list, Deans Council reports, class ranking, census data, end of term checks, faculty requests for data, institutional research and effectiveness reports.
- Work closely with the Director of Institutional Effectiveness and Assessment.
- Oversee some of the day-to-day Registrar Office operations:
- Coordinate registration processes and priority registrations.
- Process repeat coding and approvals.
- Apply registration holds.
- AP/IB score retrieval.
- Maintain/manage the monthly office task list calendar and coordinate with team members.
- Coordinate the commencement list and work closely with Assistant Registrar for Degree Completion, prepare the program and assist with diplomas and seating chart and other miscellaneous duties related to commencement.
- General office duties including answering phones and registrar email.
- Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
- Complete and meet deadlines for required training and performance management cycle
- Perform other duties as assigned.
Supervision Received and Exercised:
- Reports to the College Registrar.
- This position does not supervise staff or students.
Required Qualifications:
- Education: Associate degree or equivalent experience.
- Experience: 3+ years of experience in roles which encompass customer service working with a broad cross of people from different backgrounds, experience working with spreadsheets, databases, Google Apps, demonstrated multitasking abilities, self-starter, and have successfully worked independently and under supervision.
Preferred Qualifications:
- Education: Bachelor’s degree in information systems or similar field or equivalent experience.
- Experience: 5+ years of administrative experience in an office environment preferably in a Registrar’s Office or other higher education office; advanced technical skills in common office applications: working with spreadsheets (Excel and Google sheets), databases (Access, some SQL knowledge preferable), fluency with Google Apps, etc.; experience working in higher education.
Prerequisites:
- Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note, St. Olaf College reserves the right to conduct periodic background checks at its sole discretion.
Disclaimer:
- This position may require you to report early, stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary.
- This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time by St. Olaf College, with or without prior notice.
- Review of applications begins immediately and continues until the hire is complete. We accept only online applications.
Who We Are:
Founded in 1874, St. Olaf College is a residential, coeducational liberal arts college with approximately 3,000 students and 800 faculty and staff. The college is located on a picturesque 300-acre campus in Northfield, Minnesota, a vibrant, historic river town of 20,000 located 45 minutes south of culturally rich and diverse Minneapolis and St. Paul.
The college offers an academically rigorous, nationally ranked liberal arts education that fosters the development of the whole person in mind, body, and spirit and emphasizes learning in an inclusive and globally engaged community. We encourage applications from candidates committed to multicultural understanding and the enrichment of our diverse community.
The college offers a comprehensive benefits package, including a 9% retirement match, contributions to eligible employees' health savings accounts, a significant tuition discount (up to a 90% reduction) at ACM, GLCA, and ELCA colleges and universities for employees' children, and generous paid time off. For a full review of the college's benefits, please see the summary of our benefits here: https://wp.stolaf.edu/hr/benefits/
To provide a safe and secure educational environment, St. Olaf College verifies the accuracy of all credentials presented by applicants and conducts a criminal background check on every new hire.
A summary of the Flexible Work Policy for staff: https://wp.stolaf.edu/hr/flexible-work-policy/
A link to our Community and Belonging page: https://wp.stolaf.edu/equity-inclusion/
A virtual campus tour: https://www.stolaf.edu/multimedia/play/?p=483
An overview of Northfield: https://wp.stolaf.edu/admissions/visit/northfield/
An overview of the Twin Cities: https://wp.stolaf.edu/admissions/visit/twincities/
For Staff Application Assistance:
hrstaff@stolaf.edu
507-786-3068
For Faculty Application Assistance:
facultysearch@stolaf.edu
507-786-3356
Nondiscrimination Policy
St. Olaf College does not discriminate on the basis of sex, race, color, creed, national origin, gender identity, gender expression, sexual orientation, age, religion, disability, marital status, veteran status, or status with regard to public assistance. St. Olaf College prohibits discrimination and harassment based upon these and any other legally protected status in any education program or activity that it operates, including in admissions and employment.
Inquiries about this nondiscrimination policy may be referred to St. Olaf College's Director of Equal Opportunity, the U.S. Department of Education’s Office for Civil Rights, or both. St. Olaf's Director of Equal Opportunity (who serves as the College's Title IX, Title VI, and Section 504 Coordinator) is Pamela McDowell, Tomson Hall, mcdowell@stolaf.edu, (507) 786-3465.