Supervisor Registrar Services - Career Education Corporation
The Registrar Supervisor (RS) is responsible for support, management, and supervision of the Document Coordinator team that is responsible for maintenance of all student records. The RS is responsible for adhering to all University policies and procedures and federal guidelines and regulations affiliated with records maintenance. They support the University Academic Service’s customer service philosophy, both internally and externally, in a professionally and timely manner that supports achievement of the team’s goals.
Principal Duties & Responsibilities
Manage Team and Execution
Responsible for team management, including: monitors performance of the team, supervise daily workflow/productivity and provides feedback to ensure that service level agreements are being met.
Holds quarterly one-on-one meetings with Document Coordinators/Team Leads or SAP Evaluator as well as managing their annual reviews or any disciplinary action that may need to be taken
Primary contact for escalation of records specific and interdepartmental issues for Registrar Services team
Actively track data for the Registrar Services Team to ensure established individual and team metrics are being achieved, analyze and identify trends, make informed decisions to implement changes/trainings that will ensure optimum levels of performance and service are being achieved to contribute to University goals; measure results consistently
Operationalize Processes & Collaborate with Stakeholder Groups
Student Status Change & Record Coordination – Team
Supervision of the team that maintains a broad range of student records functions, such as: grade changes, monitoring attendance, military portals, course building in CampusVue, military portals, loan deferments, student directory changes, transcript requests, grade reports, diplomas and enrollment verifications, and data tracking and monitoring for graduation, registration, term honors, and Incomplete reports.
Student Transcript & Record Review – Team
Supervision of the team that maintains a broad range of student records functions, such as: retrieval of transcripts for degree verification, performing outbound calls for retrieval to schools and students, resolving student inquiries through inbound calls/live chat with students, and verification of document validity and legitimacy.
Satisfactory Evaluation Progress – Team
Supervision of the team that performs functions that support the academic process of SAP, such as: monitoring students with unsatisfactory progress, creation, communication and analysis of results of Academic Plan process, communication stakeholders including students, appeals board members, Admissions and Student Affairs about SAP.
Monitor external and internal changes and assess for internal impact. Provide project management oversight of Standard Operating Procedures, including final communication of updates to key stakeholders.
Oversee all DC processes and quality assurance initiatives; provide data to the University Institution Effectiveness process, etc... that will ensure optimum efficiency and maximum return on investment for the department. Proactive at minimizing audit findings by early detection and resolution of problems
Compliant Operations
Maintains subject matter expert expertise with regulations and industry standards related to records to properly administer all academic policies outlined by course catalog, student handbook, and other regulatory academic requirements
Auditing and quality control of new SAP Evaluators (as applicable): review errors with new staff members; identify problems, inconsistencies, and errors in effort to provide ongoing training during a staff members probationary period; determine abilities/strengths; auditing of veteran work when necessary; provide coaching and mentoring.
Training and Development of Team
Plan and conduct weekly meetings and in-service trainings for the Registrar Services Team to drive staff are current on regulations and policies to ensure consistent application of their specific registrar function
Other Duties as Assigned or Requested
Interview and hire new DC staff as necessary to ensure student service level expectations are met
Work flexible schedule, including nights and weekends which may include working more than 40 hours per week to meet the needs of students
Support UAS leadership with staffing issues, team allocation, team reorganization and other duties as assigned
Knowledge, Skills and Abilities, Competencies
Excellent customer service and interpersonal skills
Excellent written and verbal communication skills
Knowledge of MS office, proficient in MS Word and Excel
Analysis skills
Education and Experience: Minimum
Bachelor’s Degree or equivalent in experience from an institution accredited by an agency recognized by the U.S. Department of Education (or international equivalent)
3+ years of experience in an educational environment which includes lead experience and experience in Registrar office
Knowledge of automated student records system and procedures
Education and Experience: Preferred
Bachelor’s Degree from an institution accredited by an agency recognized by the U.S. Department of Education (or international equivalent)