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University Registrar - Office of the Provost

Salary: Commensurate with experience

Benefits: The University offers generous benefits including paid time off (holidays, holy days and vacation), employer matching contributions to the retirement plan, and tuition benefits for employees and their eligible dependents. Learn more and explore benefits at www.duq.edu/benefits

Location: Office of the Provost

Position Status: Full-time

Hours: Varied

Position Number: 222300/10-1229

FLSA Status: Exempt

Position Summary:

The University Registrar serves as the chief student records official for the University and provides oversight, strategic planning, supervision, leadership, and management of staff and operations in the Office of the University Registrar. The University Registrar plays a vital role in the development and implementation of academic policies, procedures, and processes and provides counsel to students, faculty, staff, external constituents and the general public concerning Duquesne University academic programs and services.

Key elements of the position include being proactive, strategic and deadline-oriented in a complex organization. The position requires independent judgement, adaptability, project management, diligence, attention to detail, maintaining cross-functional relationships, the ability to develop strategy from research and analytics and the ability to cultivate professional and working relationships. The University Registrar must remain current on best practices in higher education registration services. This position reports to the Vice Provost for Academics.

This position is designated as an on-campus position and is not eligible for a regular remote or hybrid work arrangement. The employee is expected to perform the duties of the position on campus, subject to applicable University policies and management direction.

DUTIES AND RESPONSIBILITIES:

This list is neither absolute nor restrictive, but indicates approximate duties and responsibilities which may be redefined pursuant to operational needs.

• Provides leadership for and supervision of the Office of the University Registrar in its daily operations as well as strategic directions. Organizes and coordinates activities and personnel to support academic functions throughout the academic year.

• Supervises and manages staff and the corresponding functional units: course information, classroom scheduling, records management, registration, enrollment and degree certification, transcript production, degree clearance, graduation and technology support.

• Researches, analyzes, and resolves questions and/or requests related to academic policies, registration, grades, academic records, transcripts, degree clearance and compliance.

• Ensures faculty and staff understand and adhere to academic policies and procedures.

• Responsible for innovation of academic systems within academic affairs.

• Ensures office staff provides exemplary service to students, faculty, and staff by effectively communicating policies, procedures, and students’ rights and responsibilities in a helpful, considerate and timely manner.

• Responsible for planning and monitoring the office budget.

• Develop and administer academic policies, such as Leaves of Absence and combined Bachelor’s/Master’s programs.

• Manages other assignments and special projects as assigned by the Vice Provost for Academics.

SUPERVISION AND MANAGEMENT OF STUDENT RECORDS

• Oversees the stewardship and management of all student records; updates and maintains all academic records for all students who have attended the university, including all historical records.

• Oversees the preparation and release of transcripts, diplomas, and other academic records, credentials and related data for the university.

• Oversees the collection of midterm and final grades and end-of-term grade and academic standing processes at the conclusion of each term.

• Counsels students regarding academic records, registration, grades, enrollment status, academic standing and degree clearance.

• Oversees the degree-clearance process for all graduating students except the Thomas R. Kline School of Law and the Nasuti College of Osteopathic Medicine. Clears students for university-level graduation. Works closely with Schools to ensure compliance with program requirements. Maintains degree and program audits and issues diplomas.

• Oversees class scheduling and registration processes; maintains and publishes course and class information and course descriptions. Ensures that online registration materials and information are accurate and readily available.

• Ensures all course withdrawals, leaves of absence, complete withdrawals, and other related events are compliant and properly documented and maintained in the student records system.

• Works collaboratively with other offices involved in student services such as financial aid and student accounts to ensure accuracy of student records.

• Safeguards the security and integrity of student academic records and the Duquesne University degree.

TECHNOLOGY SUPPORT

• Provides strategic leadership and develops appropriate recommendations for the implementation of academic systems technology and applications in support of student services.

• Oversees the development and maintenance of the Banner Student System for administrative use and Self-Service Banner for student and faculty use. Serves as the Data Steward for the student module in Banner.

• Participates as a member of the Data Governance Committee.

• Assists in the identification and resolution of Banner-related and other technical issues.

• Participates in the reviews and testing of Banner upgrades, patches, and fixes for impacts on the functioning of the office and its constituents.

• Provides Banner end-user support for the office and all student system end-users.

• Working closely with CTS, provides direction and oversight regarding interfaces to other systems using student data including but not limited to Cognos, Stellic, Canvas, Banner Document Management, and various interfaces including but not limited to Student Accounts, Gumberg Library and Health Services systems.

• Reviews and maintains the Office of the University Registrar website.

GOVERNANCE AND COMPLIANCE

• Collaborates with the Provost, Vice and Associate Provosts, and Deans on matters related to the interpretation, development and adherence to academic policies and procedures.

• Ensures understanding of and compliance with the university’s academic policies and procedures among university personnel.

• Chairs the Academic Calendar Committee; develops and maintains the academic calendars.

• Ensures compliance with FERPA, provides FERPA training and responds to FERPA-related questions and issues.

• Oversees reporting to external agencies including but not limited to the National Student Clearinghouse, the U.S Department of Veterans Affairs, and the National Collegiate Athletic Association.

• Ensures compliance with federal, state and accrediting bodies including Middle States Commission on Higher Education, PA Department of Education and the Higher Education Opportunity Act.

• Evaluates security access and determines appropriate levels of access for campus users of the student system, document management system and student data and its use.

• Oversees publication of annual Undergraduate and Graduate Catalogs.

• Participates with guest status on Academic Council.

• Participates as a voting member of Graduate Council.

• Participates on additional committees and boards including the National Collegiate Athletic Association Academic Review Board, the Spiritan Board of Directors and the University Retention Committee.

• Completes other duties as assigned.

Minimum qualifications:

• Master’s degree from an accredited educational institution with seven to ten years of progressively responsible experience in higher education with a proven record of advanced organizational, communications and technology skills.

• Ability to provide strategic leadership and collaborative decision-making and support across a wide variety of university constituents.

• Experience with Banner or similar Enterprise Resource Planning system.

• Demonstrated aptitude for managing technology in a university environment, including experience with registration and student records software, reporting tools, and additional educational software, such as Canvas and classroom scheduling systems, particularly in areas of needed integration and interfaces.

• Highly developed interpersonal, analytic, problem-solving, organizational and communication skills. Must demonstrate adaptability and willingness to improve current processes as appropriate to maximize efficiency of the office.

• Knowledge and understanding of federal, states, and agency-accrediting rules and regulations as they pertain to higher education.

• Sensitivity to the need of each individual to be treated with dignity and respect as it relates to diversity in general and the Mission of the University specifically.

• Demonstrates creative thinking and sound judgment in identifying solutions, addressing University challenges, and improving processes. Applies critical thinking and initiative to evaluate options and support effective outcomes.

• Demonstrates adaptability and flexibility in responding to changing University priorities, evolving responsibilities, and new processes or technologies. Maintains effectiveness and a constructive approach in a dynamic work environment.

• Demonstrates a commitment to continuous learning, professional development, and improvement. Seeks feedback, applies lessons learned, and remains open to new ideas, approaches, and opportunities to strengthen individual and team effectiveness.

• Demonstrates a service-oriented approach in interactions with students, faculty, staff, and other University constituents. Communicates professionally, responds to requests in a timely and effective manner, and seeks to understand and address the needs of those served.

Preferred qualifications:

• Doctoral degree from an accredited educational institution preferred.

Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

• Ability to establish and maintain effective working relationships with the University Community.

• Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.