The University Registrar’s Office is a busy, multi-faceted service office at the heart of the University. Servicing approximately 7000 law, graduate, undergraduate, and non-degree students at multiple locations, the Office is responsible for the maintenance of all student academic records and the dissemination of accurate and timely reports to a number of internal and external constituencies.
Summary of Position: The Associate Registrar/Data Steward and Analysis is responsible for the integrity and maintenance of all student registration and student records and serves as the data steward for student and academic records within the university student information system. Performing a variety of complex administrative and analytic functions, including creating queries and internal analytic reports, the Associate Registrar ensures the integrity, accuracy and security of academic data, including academic records of current and former students. The Associate collaborates with the Office of Institutional Research and Assessment to ensure the timely reporting of accurate University data to internal and external agencies. This position reports to the University Registrar with a dotted line to the Associate Provost for Assessment and Chief Data Officer.
- The Associate Registrar collects and submits all enrollment and degree data to the Department of Education.
- The Associate Registrar reviews and audit institutional data to identify areas for data cleanup to ensure the ongoing integrity of student information and other relevant databases.
- The Associate Registrar supports efforts to develop systems and processes for monitoring the integrity of student records, including admissions, financial aid, enrollment, student success, and graduation data.
- The Associate Registrar represents the academic records function on university committees, particularly the Core Data group; monitoring effectiveness of current data structures, reports, and procedures; and creating new systems in collaboration with the Associate Registrar for Technology, ITS, other administrators, and appropriate faculty.
- The Associate Registrar assists in the institutional research function through participation in research-related processes (e.g., data gathering, data extraction, data entry, data analysis, and reporting) in support of institutional initiatives, including but not limited to compliance reporting, accreditation reporting, grant proposal development, institutional effectiveness and curriculum development initiatives. With demonstrated expertise in utilizing a fully integrated Registrar ERP student information system, the Associate Registrar will be able to manipulate data files to support curricular planning and management, institutional improvement, and the development and implementation of strategic initiatives.
ESSENTIAL JOB FUNCTIONS:
- Responsible for extracting data from existing sources, quantify and summarize findings.
- Maintaining the university data dictionary as related to all data fields associated with curriculum and student academic records.
- Serve as the data steward for student and curriculum data on the Core Data committee.
- Regularly review and audit institutional data to identify areas for data cleanup.
- Collaborate with the Office of Institutional Research and Assessment to prepare and distribute a variety of annual internal and external reports and data sharing.
- Responsible for the creation of efficient processes that will support routinizing data management tasks and regular data reports/requests.
- Responsible for compliance with related University policies, procedures, and schedules.
- Responsible for submitting student enrollment and graduation data to the Department of Education using the National Student Clearing House as the third-party vendor for submission.
- Creating and ensuring compliance with NSC data transmission schedule and ensuring the schedule is followed in order to maintain DOE compliance.
- Responsible for timely research and correction of any enrollment data identified by the NSC in error reports.
- Responsible for processes all student Leave of Absences and University withdrawals in a timely manner.
- Responsible for all end of term reporting such as grade distributions and academic standing.
- Maintain student records in SIS and create and execute reports using Informer.
- Extract, analyze, interpret and present results of a variety of standard and ad hoc data requests.
- Complete, update and generate all required weekly, monthly and annual reports.
- Attend trainings as required.
- Responsible for providing institutional FERPA training for faculty and staff who have access to the student information system.
- A Bachelor’s Degree from an accredited college.
- Experience in a higher / postsecondary education environment, including an understanding of academic and administrative processes.
- Advanced skills in Colleague with expertise in Informer reporting tools preferred.
- Experience with National Student Clearing House and/or Department of Education reporting are essential.
- Proficiency in Microsoft Office, especially Microsoft Excel,
- At least two years of experience performing data-driven analysis, including experience in data analysis, system analysis.
- Familiarity the provisions of FERPA and other legal issues relating to official academic records.
- High level of initiative, attention to detail and organizational skills.
- Proven interpersonal skills and the ability to work with a diverse constituency and all levels of the organization.
- Excellent oral and written communication.
- Able to work with confidential material and sensitive matters with integrity, diplomacy and discretion.
Suffolk University does not discriminate against any person on the basis of race, color, national origin, ancestry, religious creed, sex, gender identity, sexual orientation, marital status, disability, age, genetic information, or status as a veteran in admission to, access to, treatment in, or employment in its programs, activities, or employment. Suffolk University is an affirmative action, equal opportunity employer. The University is dedicated to the goal of building a diverse and inclusive faculty and staff that reflect the broad range of human experience who contribute to the robust exchange of ideas on campus, and who are committed to teaching and working in a diverse environment. We strongly encourage applications from groups historically marginalized or underrepresented because of race/color, gender, religious creed, disability, national origin, veteran status or LGBTQ status. Suffolk University is especially interested in candidates who, through their training, service and experience, will contribute to the diversity and excellence of the University community.