Position Overview

Consistent with UTHSC mission and academic goals, the Registrar must provide strong leadership and oversight for the development, implementation, management of activities, and systems related to academic records, student registration, academic scheduling, degree audits, grades, and the Banner (Student Information System) records and registration modules.

Primary responsibilities include: managing and directing all phases of the Office Academic Records & Registrar, providing and maintaining accurate information on all university academic programs and courses, clinical rotations, internships, and externships. The Registrar implements and interprets relevant academic policies as established by the Committee on Academic and Student Affairs and/or the Faculty Senate, manages the student record database, distributes all formal academic and student records, ensures the security and integrity of academic records by serving as the official custodian of student academic records for the UTHSC, is responsible for veteran affairs, and participates in local, state, and national professional organizations.

Other primary responsibilities include, but are not limited to:

• Supervising staff and conducting annual performance evaluations
• Providing direction and oversight of registration, drop/add, majors, course scheduling, grades, permanent records for students and faculty (grade) records, transcripts, enrollment verification, student degree completion, commencement, student holds, prerequisite checking, automated degree audit, transfer articulation, training of university staff and other university constituencies regarding policy updates, procedures, technology, compliance requirements and changes:
• Development of content for the Registrar's Office and Enrollment Services' webpages;
• Automation of forms and workflow processes;
• Implementation of related technologies;
• New student orientation;
• Student special requests, including transcript requests;
• Curricular requests;
• Interpretation and drafting of university policies;
• Distribution of current and future information and policies;
• Assisting in the updating of the university catalog;
• Interpretation of University of Tennessee System and Tennessee Higher Education Commission guidelines; and,
• Oversight of statistical reporting.

The Registrar keeps abreast of and has enforcement responsibilities for federal and state record retention laws, privacy laws, and related compliance requirements consistent with the Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and other related state and federal laws and regulations.

The Registrar coordinates with the Offices of Student Financial Aid, Admissions, IT, and Bursar to ensure accurate student enrollment, registration, payment of correct fees, and to complete mandated state reporting requirements, counsels students, staff, and faculty on related academic policies, laws, and regulations, and serves on university committees, search committees, and other academic and student affairs committees.

The Registrar reports to the Associate Vice Chancellor for Student Affairs & Enrollment Services (AVCSAES) and serves in the absence of the AVCSAES.

The Registrar engages with every department and college and divisions on campus, (academic and nonacademic), to make decisions about policies, procedures, and students. The Registrar communicates with state and national agencies and other campuses, statewide, nationally, and internationally, in the areas of statistical reporting, articulation, verification of academic credentials, accuracy of records and information, and other policies and procedures. The Registrar also influences the University as a whole in areas of state and federal law and regulatory compliance, which has major impact in terms of maintaining and securing grants and federal financial assistance. Alumni and perspective students, both first - time and transfer students, as well as local, state, and national organizations, are all part of the Director/Registrar's impacted areas. These internal and external constituents rely heavily on the Registrar's leadership to adequately interpret, report, and obtain necessary data, policies, guidelines, information, laws and regulations.

Position Duties

Provides an effective structure through communication, management of technology, analysis and design of rules that define the graduation automated degree checking, manages and provides reporting of accurate and timely student enrollment information and data to internal constituencies, THEC, the UT System, US Department of Education, and other state and federal agencies, reviews departmental workload distribution, reviews university policies and procedures, interprets FERPA, HIPAA, and other federal and state laws related to privacy and student information to ensure compliance, maintains and updates academic curriculum and course information, establishes short and long range goals, objectives, policies, operating procedures, and effects change required for improvement, supervises and maintains the accuracy of all student and related academic records. Supervises staff to effectively accomplish and respond to issues and requests from faculty, staff, students, and alumni. Coordinates the academic calendar with UTHSC Colleges, Bursar's Office, Financial Aid, and academic leaders.

Ensures accountability by maintaining a working knowledge of regulations, standards, procedures, codes of ethics and policies, as set forth by the UTHSC, UT System, program accrediting bodies, THEC, TN Residency regulations, Banner, AACARO, SACRAO, TACRAO, and the US Department of Education. Reviews and revises procedures and policies, as needed, in order to maintain UTHSC compliance with all applicable laws and regulations. Regularly trains and provides learning opportunities for faculty, staff, and academic leaders to ensure efficient transfer of knowledge and use of the student information system's academic records modules. Works closely with the Offices of Admissions, Financial Aid, and Bursar to evaluate and ensure the accuracy of student residency changes for enrollment, tuition, and financial aid purposes.

Practices effective problem solving with faculty, students, staff, academic leaders, alumni, and state/federal higher education agency personnel in responding to reporting requests, and interpretation of policies/laws/regulations. Works with staff on a daily basis to resolve problems encountered by students, faculty, and alumni. Implements proactive and innovative solutions through strategic planning and communication with UTHSC colleges and departments to reduce reoccurring issues and problems encountered by UTHSC constituencies. Synthesizes and applies analytical, interpretive, and critical thinking skills to various situations and scenarios and takes appropriate action in a timely manner to resolve conflicts and problems. Oversees registration and course scheduling and prerequisite checking across campus, degree audits, grade processing, and veteran/military educational benefits. Maintains good quality customer service by meeting with internal and external groups to receive feedback and training staff. Trains faculty, staff, and academic leaders on updated student records policies, laws, regulations, and use of related technology. Develops and implements, as well as oversees, the management and monitoring of data integrity in areas such as code entries, electronic grade entry, and authorization data entries inputs.

Coordinates commencement activities and degree verification. Oversees, coordinates, and manages areas such as veteran's affairs, articulation agreements, student orientation, transfer student information, registration, end of term grades, transcript requests, enrollment verification services including the establishment of National Student Clearinghouse submission schedule, and the official census day reporting in conjunction with IT. Serves on academic, student affairs, search and related committees. Conducts staff performance evaluations. Serves in the absence of the AVCSAES.

Minimum Qualifications

Education: Masters Degree from an accredited college or university

Experience: At least five years of managerial experience in progressively increasing positions of responsibility in a higher education setting, registrar's office, or closely related enrollment management office, including supervisory experience, professional knowledge of Banner or comparable Student Information System, ethical codes, FERPA, HIPAA, state and federal privacy laws and regulations, integrated administrative software, managing integrated databases, statistical reporting of data to internal and external agencies and entities, and strong PC software skills. The successful candidate will demonstrate a commitment to diversity, history of service-oriented leadership, and a collegial and collaborative working relationship with students, staff, faculty, and academic leaders. The candidate will have proven ability to think strategically, prioritize effectively, act decisively, possess strong written and oral communication, and interpersonal skills. In addition, the successful candidate will have a working knowledge of current academic records, registration, and enrollment policies and trends, as well as related technological developments.

Job Skills: Professional knowledge of academic and educational policies related to enrollment, admissions, student records, and registration. Must possess the ability to effectively interpret FERPA, federal and state privacy laws, academic policies, Registrar Code of ethics, standards, and practice. Must have knowledge of student information systems and a willingness to implement state of the art technologies. Must possess supervisory experience and skills that enable the candidate to lead and manage personnel in a consistent and uniform manner which involves complex and sensitive personal situations. Must demonstrate exceptional interpersonal skills, while working in a fast-paced stressful environment. Must be creative, innovative, and forward thinking in meeting university wide challenges and opportunities. Must possess outstanding leadership skills and the ability to exercise sound financial management. Must possess the ability to listen and solve complex problems in working with faculty, staff, students, alumni, external agencies and organizations, and other campuses. Must possess the ability to maintain a high degree of confidentiality. Must work well with a wide variety of constituencies at all levels and value diverse groups and communication styles. Must possess the ability to respond in an empathetic and yet honest manner. Must possess the ability to deliver what are sometimes undesirable decisions to others. Must have strong training and team building skills. Must be a strong and proven manager who will harness the skills and abilities of the staff to increase operational efficacy and customer service.

Application Process

For additional information on the opportunity, please contact Parker Executive Search (contact information below) directly.

The Search Committee invites applications to be submitted to the search firm assisting the University of Tennessee Health Science Center. Review of materials will begin immediately but completed applications should be received by December 13, 2017, for optimal consideration; review of completed applications will continue until the position is filled. Candidates should include, with their curriculum vitae, a letter of application describing their relevant experiences and interest in the position, together with the names, titles, and phone numbers of at least five references. References will not be contacted without prior permission of the applicant. Please submit all nominations, applications, and communications to the search firm assisting UTHSC:

Porsha L. Williams, Vice President

Jacob C. Anderson, Principal

Parker Executive Search

Five Concourse Parkway, Suite 2900

Atlanta, GA 30328

770-804-1996 ext. 111

janderson@parkersearch.com

All qualified applicants will receive equal consideration for employment and admissions without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status. Eligibility and other terms and conditions of employment benefits at The University of Tennessee are governed by laws and regulations of the State of Tennessee, and this non-discrimination statement is intended to be consistent with those laws and regulations.

In accordance with the requirements of Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, The University of Tennessee affirmatively states that it does not discriminate on the basis of race, sex, or disability in its education programs and activities, and this policy extends to employment by the University.

Inquiries and charges of violation of Title VI (race, color, national origin), Title IX (sex), Section 504 (disability), ADA (disability), Age Discrimination in Employment Act (age), sexual orientation, or veteran status should be directed to the Office of Equity and Diversity (OED), 920 Madison Avenue, Suite 825, Memphis, Tennessee 38163, telephone 901-448-7382 (V/TTY available). Requests for accommodation of a disability should be directed to the ADA Coordinator at the Office of Equity and Diversity.