Registrar Certification and Compliance Specialist at University of Oklahoma in Norman, Oklahoma

Job Description:

The Office of the Registrar works to support our current and former Sooners. Our mission is to collaborate with students, faculty, and staff to provide comprehensive enrollment management and academic record services with the utmost integrity & accuracy, while keeping student records secure and confidential. Additionally, we partner with parents, counselors, and communities in providing resources to students interested in higher education. The University of Oklahoma’s Office of the Registrar is a part of the Division of Enrollment Management. The Office of Registrar oversees Enrollment Services, Academic Records, diploma production, course & room scheduling, athletic certification, transcript evaluation, and Veteran Student Services.

 

We need someone who exhibits:

Integrity: Accountability for doing the right thing by exercising good judgment and honesty. Ability to create a safe environment for students and families and team members, including having emotional intelligence and self-awareness. Transparency, professionalism, and thoughtfulness in communication.

Care: Prioritization of creating the best experience possible for each person we encounter and at every step of the student experience. Providing service to others by being friendly, welcoming, and approachable. Commitment to collaboration and to being a team player with a positive attitude. 

Intentionality: Strong work ethic and contribution to the excellence of the Division of Enrollment Management, Registrar, and OU; self-motivation. Consistency in meeting deadlines and responding in a timely manner.

Innovation: Possession of a natural curiosity to learn and a continual pursuit of personal and professional growth in the field of college enrollment management. A focus on innovation, displaying an understanding of positive change and possessing a strong analytic ability. Efficiency by researching best practices, making creativity a priority.

Responsibilities Include:

•       Coordinate all activities related to the project(s).


•       Interface and serve as liaison with Campus, College and Department administration to accomplish project(s) outcomes.


•       Lead successful implementation of projects using basic planning techniques.


•       Establish and maintain on-going reporting processes.


•       Perform related duties as assigned or as required to successfully fulfill functions of the position.


•       Provide FERPA training to individuals and departments, develop on-going training as needed.


•       Maintain FERPA manual and FERPA website, answer questions from University personnel on maintaining compliance with FERPA.


•       Manage every aspect of FERPA breaches, including coordinating with campus departments to draft and mail breach letters, contacting    involved parties, maintaining detailed documentation of breaches, and working with departments to prevent future breaches.


•       Receive, assess, and grant requests for access to student records, to include analyzing each request to ensure the employee is given    only the access required for his or her job duties, facilitating approvals, and entering access in Banner.


•       Maintain the online system for requests for access to student records.


•       Remove access to student records for employees who no longer require access to complete their job duties or who have left their       position.


•       Facilitate annual audit of persons with access to student financial records.


•       Provide backup for athletic certifications in various sports, requiring consistent and open communication with Athletic Academic Counselors, Athletic Compliance staff, and campus staff as well as a thorough understanding of NCAA, Big XII Conference, SEC Conference, and University guidelines.


•       Manage and schedule Registrar communications, including the monthly Registrar Newsletter and other email communications   occurring throughout the year.


•       Manage the process for legal name changes on academic records.


•       Work with other areas of the Office of the Registrar to create and update policies and procedures.


•       Represent the Office of the Registrar on the panel assessing residency according to Oklahoma State Regents for Higher Education (  OSRHE) standards, including providing guidance on in-state reclassifications for continuing students assessing assigned petitions, and ensuring the panel is kept up to date on legislation and OSRHE policy regarding residence status.


•       Review state and federal legislation impacting the Division of Enrollment Management and prepare summaries and impact reports for the Registrar and VP of Enrollment Management.

**This position will be located in Norman with a flexible and/or remote option possible for experienced candidates after required training period**

 

Required Education: Bachelor's degree AND:

• 24 months of project management experience or related experience

Equivalency Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 72 months of related experience.

Skills:

• Advanced organization on and communication skills


• Excellent computer skills


• Ability to make independent decisions and judgment when following broad instructions


• Ability to plan, coordinate, and prioritize workload


• Advanced level of analytical, evaluative, and constructive thinking.

Advertised Physical Requirements:

• Sit for prolonged periods


• Communicate effectively and listen.


• Use of a computer.


• Manual dexterity.


• Standard Office Environment

Departmental Preferences:

• Master's or Juris Doctorate

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

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