Registrar at University of Oklahoma in Oklahoma City, Oklahoma

Job Description:

The University of Oklahoma Health Sciences Campus, located in Oklahoma City, Oklahoma, is one of only four comprehensive academic health centers in the nation with seven professional colleges: Allied Health, Pharmacy, Dentistry, Medicine, Public Health, Nursing, and Graduate. The OU Health Sciences is the leading educator of future health care professionals in the State of Oklahoma. An enrollment of 3600+ Health Sciences program students are located on two campuses (Oklahoma City and Tulsa) as well as six remote locations (Ardmore, Bartlesville, Duncan, Norman, Lawton, and Weatherford). For Spring 2024, the Health Sciences enrollment is comprised of professional (58%), undergraduate (33%), graduate (8%) and non-degree/intercampus (1%) students. The student community is comprised of 100+ different institutions with a hope and a commitment to research, caring, and healing.

As a newly created department within the Health Sciences Senior Vice President and Provost Office, the OU Health Sciences Recruitment & Admissions team will provide support services for prospective and current students, alumni, and University partners. With a committed goal to increase enrollment and ensure the best educational experience for tomorrow's helpers, the OU Health Sciences is an exciting and dynamic place to serve, grow, and share in the University's life changing mission.

This position is responsible for the central academic records materials, including transcripts and diplomas, of University of Oklahoma Health Sciences program students and alumni. Additionally, this position develops and implements goals, objectives, strategies, processes, policies, and operational procedures related to academic records, the academic calendar, and the overall success of the team. As a member of the Health Sciences Recruitment and Admissions team, the role is critical to the degree audit system, classroom and course management, registration, enrollment, grade processing, eligibility services, degree verification, veteran student services and other related functions. The Registrar is responsible for planning, organizing, and implementing systems and technologies, alongside campus partners, that not only enhance the academic records processes, but improves the overall undergraduate, graduate and professional student experience.

Duties:

• Create and seek solutions to increase Health Sciences students' satisfaction and the overall lifecycle of the student experience into alumni status. 


• Provide strategic planning, direction, and leadership for the Registrar Team.


• Develops, manages, and evaluates the operations, including business processes and workflow management, for team members.


• Establish and maintain university partnerships across three campuses ensuring best practices for recruitment and admissions.


• Collaborate with the Health Sciences colleges and programs to increase efficiency and experiences with Health Sciences Recruitment & Admissions.


• Serve on Health Sciences Enrollment Management Council as a contributing partner with Institutional Research, Student Financial Services, Information Technology, Directors of Admissions within the academic colleges, and others.


• Responsible for managing and leveraging the student information system, PeopleSoft Campus Solutions, to maximize goals and objectives. Serves as a Data Steward for student data.


• Provide training and support, alongside Information Technology partners, to all academic colleges regarding PeopleSoft Campus Solutions.


• Serve as the university-designated official responsible for maintaining confidentiality of student records, Family Educational Rights and Privacy Act (FERPA) compliance, and Veterans Administration (VA) school compliance.


• Support platforms such as course catalog (CourseLeaf Academic Software) and degree navigator (Stellic Degree Management) and future platforms to increase efficiency and workflows.


• Oversee processes and reporting for the National Student Clearinghouse.


• Fully utilize and attain the proper training for the use of the institution's customer relationship manager (CRM) to communicate and proactively outreach to prospective students, support systems, and college academic counselors.


• Attend events and serve as an engaged presenter and panelist to various audiences regarding the Health Sciences recruitment processes and the student experience.


• Serve as an institutional resource for Oklahoma State Regents for Higher Education (OSRHE) policies and procedures.


• Responsible for processing and awarding degrees. Responsible for coordinating the graduation process and establishing and maintaining audit controls over the awarding of degrees, including the re-issuance of replacement or duplicate diplomas.


• Serve as the University contact with federal, state and local agencies and associations to ensure compliance with academic regulations concerning student records and retention.


• Research potentially fraudulent credentials.


• Monitor legislation and other requirements related to academic records.


• Officially sits on the Academic Program Council (APC) as a non-voting ex-officio member. Advises APC members in all matters related to curriculum committee decisions to ensure related policies and procedures are followed.


• Participate in the development and implementation of long- and short-term strategic plans.


• Prepare internal and external reports as requested and perform special projects.


• Oversee other institutional certification functions including veterans¿ benefits, graduation eligibility, and athletic certification.


• Coordinate with OU Education Services to ensure online Health Sciences programs are accessible, visible, and matriculating targeted enrollment numbers.


• Perform various duties as needed to successfully fulfill the responsibilities of Health Sciences Recruitment & Admissions.

Required Education: Bachelor's Degree, AND

•  48 months of related experience that includes leadership or management in student records, registration, and; or admissions in a higher education environment.

Equivalency/Substitution:  Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 84 months related experience. 

Skills:

• Supervisory experience


• Strong written and verbal communication skills


• Strong organizational skills


• Experience managing complex processes and multitasking


• Ability to travel seasonally and work some weekends during peak periods

Certifications:

• Valid Oklahoma Driver's License or ability to obtain within 30 days of hire date.

Advertised Physical Requirements:

• 
  Physical:
  
  
  
  • Must be able to sit for extended periods of time doing work on a computer and via the telephone. 
  
  
  • Ability to engage in repetitive motions.
  
  
  
  


• 
  Environmental:
  
  
  
  • Standard Office Environment:
  
  
  • Frequent exposure to pressure caused by deadlines and busy periods.
  
  
  • May be required to travel.  
  
  
  • Ability to work effectively with a wide range of constituencies.  
  
  
  • Requires contact with other departments and university officials. 
  
  
  
  

Departmental Preferences:

• Experience in higher education


• Master's degree in related field


• Knowledge of the University of Oklahoma


• Knowledge of OU Health Sciences

Skills:

• Ability to speak, read, and write clear, concise English


• Highly organized and has a keen sense of details when it comes to projects and deadlines


• Empathetic and strong initiative in leading others


• Willingness to work extended days and weekend hours during peak periods


• Able to communicate well and build rapport quickly with students, faculty and staff</li><li>Strong initiative to solve problems quickly


• Regular local and limited national travel and some evening and weekend responsibilities are required


• Keen sense of customer service and serving others


• Creative ideation and ability to train others

Supervision: Associate Registrar, Catalog Coordinator, Data Warehouse Analyst

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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