Assistant Registrar at Rice University in Houston, Texas

Job Description:

Special Instructions to Applicants: All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format. Please note that the applicant tracking system does not convert attachments in Word format successfully.

About Rice:
Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice's culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name - RICE - Responsibility, Integrity, Community and Excellence.

Position Summary:

The Office of the Registrar (OTR) at Rice University supports the educational mission of the university by working with the Rice community to maintain the accuracy and integrity of its educational records, provide quality service, and support innovative systems that enhance academic support.

The Assistant Registrar (Registration) is a position within the Office of the Registrar (OTR). Under limited supervision, the Assistant Registrar (Registration) administers various operations within the student records and academic scheduling functions, and in particular, oversees the registration processes for the university. This includes, but is not limited to:

• 
  Oversee Registration Processes: Coordinate and manage student registration for each academic term, including course selection, add/drop periods, and waitlists.
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  Maintain Registration Systems: Ensure the student information system (SIS) is updated and functioning efficiently to handle all registration activities.
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  Enrollment Audits: Monitor and verify student enrollment status (e.g., full-time, part-time) to ensure accuracy for financial aid, billing, and reporting.
• 
  Problem Resolution: Address and resolve registration-related issues, such as holds, prerequisites, and overrides.

Additionally, working as a member of a team, the Assistant Registrar administers and assists with other OTR operations as needed, including business process analysis and improvement, training, office communication, course scheduling, student records management, new student orientation, visiting students, transfer credit, transcripts and verifications, grade petitions, data review/data integrity audits, etc.

Workplace Requirements

• Ability to work within a fast-paced office environment with changing priorities, critical deadlines, and the need for multitasking.
• Ability to work both autonomously and as a member of a team, with minimal supervision.
• Ability to quickly learn and use new systems, processes, procedures, and complex office functions.
• Office environment; standard working hours, full-time 40 hours per week. Occasional additional hours outside of normal working hours due to regular and seasonal activity.

Minimum Requirements:

• 
  Bachelor's Degree
  
  
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted.
  
  
• 
  Five-plus (5+) years of experience.
  
  
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted.
  
  
• 
  Skills:
  
  
  • Demonstrated experience in an office or administrative environment, preferably experience in records (and data) management, accounting, or another closely related field.
  • Excellent interpersonal, verbal, and written communication skills; excellent customer service skills.
  • Excellent analytical and problem-solving skills, with a high degree of accuracy and an uncompromising attention to detail.
  • Experience with PC computers, including intermediate- to advanced-level proficiency with the Microsoft Office suite of software applications; intermediate understanding of database concepts.
  • Knowledge of higher education academic curriculum: the relationship between degrees, majors, and where applicable, major concentrations, minors, and certificates.
  • Experience and understanding of applicable laws, regulations, and policies, including how they are applied within their assigned functional area.
  • A high level of business acumen and maturity, including the ability to maintain confidence with sensitive student records information.
  • Excellent organizational skills and the ability to prioritize work assignments.
  
  

Essential Functions:

• Manages and maintains the data and corresponding communications within an assigned (Office of the Registrar) functional area, using specialized software and programs.
• Manages comprehensive current and historical records, both electronic and paper, ensuring swift retrieval of information, report generation, and provision of additional statistical insights as needed.
• Coordinates the comprehensive review, maintenance, submission, and changes to records and data within an assigned functional area; ensures timely updates and accuracy across all official documentation (university and office policies, business process documentation, the university's General Announcements, etc.).
• Ensures meticulous adherence to data entry timelines and introduces innovative methods for meeting deadlines or facilitating the seamless transfer of data to enhance overall efficiency.
• Coordinates the ongoing development, adherence, and maintenance of standards, policies, and procedures; documents business processes, office policies, and procedures; and routinely audits documentation.
• Performs high-detail analyses and routine data integrity audits; consistently reviews and analyzes data and ensures consistent data accuracy.
• Ensures the conformity of record release procedures to the applicable policies and legal requirements governing the confidentiality of student records, including the Family Educational Rights and Privacy Act (FERPA) and all other applicable laws and regulations.
• Provides regular guidance, instruction, and direction in response to inquiries and requests for information from the university community.
• Performs all other duties as required.

Additional Functions:

• Has shared responsibility for the content on the Office of the Registrar web pages; contributes toward the development and editing of website informational text to communicate policies and procedures to the university community and beyond.
• Has shared responsibility to make ongoing updates and improvements to Office of the Registrar business process documentation (specifically the OTRwiki, monthly task schedules, and the OTR annual production calendar.
• Serves as a customer service representative for the Office of the Registrar, serves as a backup to other professional staff, and assists in other office functional tasks, as needed.
• Maintains current professional knowledge in the (registrar) profession, including in the area of student records management and student records technology. Performs other duties as assigned.

Preferences

• Advanced Degree
• Experience in higher education, particularly experience in a college or university Registrar's Office.
• Experience and history in participating in professional organizations (e.g., TACRAO, SACRAO, AACRAO) and contributions to the registrar profession.
• 
  Skills
  
  
  • Technical skill and experience with specialized software tools commonly used in Registrar's Offices, such as Ellucian Banner, Degree Works, Leepfrog CourseLeaf products (CAT, CIM, CLSS), etc.
  • Skill and experience interfacing software tools (SQL Developer, Access, etc.) with Oracle tables and views, formulating queries, form design and reporting, etc.
  
  

Rice University Office of the Registrar website
https://registrar.rice.edu

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits-overview

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and the full inclusion of all qualified persons in the workplace. This commitment includes providing reasonable accommodations to persons with disabilities. For applicants with disabilities who require a reasonable accommodation for any part of the application or hiring process, please contact Rice University's Disability Resource Center at 713-348-5841 or adarice@rice.edu for support.

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