Associate Registrar for Certifications

Position Information

Position Information

Department Registrar
Alternate Department Description

Office of the University Registrar

Criminal Background Check Standard Background Check
Motor Vehicle Background Check No
Restricted Position?
Job Category Admin or Professional Faculty
Role (State) Job Title Associate Registrar for Certifications
Working Title Associate Registrar for Certifications
Job Type Full-Time
Position Number FA695Z
Recruit Number Faculty - 7235
Working Hours Primary hours, evenings and weekends as needed
Location Fairfax
Pay Band
Salary $75,000 to $80,000; commensurate with education and experience
Web Announcement

Associate Registrar for Certifications


The Office of the University Registrar actively supports and leads change while serving as a strategic partner to those the Office serves, focusing on the ways to become more efficient, effective, and improving services to University constituents in meeting the needs of an evolving higher educational environment.

Position Summary:

The Office of the University Registrar is one of several central units under the authority of the Office of the Provost and reports to the Associate Provost for Academic Initiatives and Services. The Associate Registrar for Certifications, a direct report to the University Registrar, is a member of the Registrar’s leadership team and is to be a visionary leader, effective manager, and active participant in improving services throughout the University. The primary responsibilities of this position are focused on intermediate domicile appeals, NCAA athletic eligibility certification, veterans’ benefits certification, enrollment verification, overseeing the training of FERPA for Banner users, and supervising the compliance reporting to the National Student Clearinghouse.

This position leads and participates in departmental and university-wide efforts at multiple campuses (Fairfax, Manassas, Arlington, and Incheon-South Korea) to continuously improve policies, processes, and services in support of the university’s goals and initiatives to provide the best possible constituent service experience, especially those related to academic and administrative units including Legal Counsel, Associate Deans, directors, and other high-level leaders.

Major Position Functions:

Leadership – 30%

• Effectively communicates and demonstrates excellent administrative and human interaction skills, particularly in balancing the diverse needs of the academic community and those of academic affairs while working effectively within the Office of the University Registrar
• Works proactively with the University Registrar, Associate Registrars, Assistant Registrars, central departments, academic units, and university leadership on changes to business processes; leads and participates in regular meetings with campus constituents to collaborate on matters relating to domicile appeals, certifications, FERPA practices, and NCAA certifications
• Leads business process design and implementations to support compliance with the U.S. Department of Education, U.S. Department of Veterans Affairs, Commonwealth of Virginia and/or University policies as related to enrollment, FERPA, veteran’s benefits, and domicile appeals
• Executes motivational, positive leadership in using established best practices while fostering an innovative and strategic mindset among staff
• Serves as a FERPA expert and a University resource
• Provides University Registrar with notifications and updates that pertain to matters of importance such as domicile cases going to court or calls from the President’s Office. Provides situational updates, as well as project status updates, to the University Registrar

Management of Domicile, Certifications, and FERPA – 35%

• Oversees all aspects of the intermediate-level domicile appeals process in accordance with Commonwealth legislation, Attorney General, State Council of Higher Education (SCHEV), university policies, and applicable guidance
• Manages the school certifying officials (SCO) who are responsible for the certification of credit for students eligible for veteran’s educational benefits from the U.S. Department of Veterans Affairs
• With university constituents, SCHEV, and Veterans Affairs, ensure that degree and certificate programs are reconciled and eligible for benefits
• Receives and prepares subpoenas issued for student academic records and provide support for the processing of the records as mandated
• Oversees and directs FERPA training for Student Banner users within the university community and participate on university committees to determine university privacy policies, procedures, and practices
• Responsible for the enrollment verification process that impacts student benefits, loan deferments, employment, health insurance coverage, etc.
• Supervise the National Student Clearinghouse compliance reporting regarding student certification and non-certification outsources processes.
• Serves as the University Registrar’s designee regarding the determination of NCAA athletic academic eligibility. Engage in problem-solving for questionable/sensitive NCAA eligibility issues. Ensure that NCAA eligibility decisions under the Office of the University Registrar’s purview are processed within applicable guidelines. Serves on Athletic Council.
• Creates reports and dashboards that support a sophisticated, data-driven environment with accurate and robust information for University decision-making
• Monitors performance and individual development of all staff; addresses training needs and provides career development opportunities such as workshops, seminars, and training programs
• Sets the vision for the certification team, including the reorganization/reassignment of duties and work; streamlines processes wherever possible

Business Process Management – 15%

• Presents best practice information via a variety of standing meetings and receives feedback from the community about their needs; charges projects and enhancements from these reviews, including policy recommendations
• Provides staff support for business process documentation
• Assists in analysis and proposal of alternative business processes; advises and assists in implementation of new processes
• Assures the release of student information within the regulations of the Family Educational Rights and Privacy Act of 1974, as amended and within University policy and guidelines

Support the University Registrar – 15%

• Supports the University Registrar with office operations while exercising sound judgement, diplomacy, and confidentiality when interacting with constituents
• Collaborates with the University Registrar, Associate, and Assistant Registrars to realign work between departmental teams to support the University’s operational excellence and strategic planning goals
• Assists the University Registrar in prioritizing multiple competing projects and managing the time of staff and resources accordingly to complete departmental responsibilities in a timely and efficient manner
• Participates in the overall planning of activities within the Office of the University Registrar, developing, recommending, and implementing major policy and procedural changes

Unspecified Responsibilities – 5%

Performs other related duties as assigned. The omission of specific duties does not preclude the Registrar from assigning duties that are logically related to the position.

Required Qualifications:

• Master’s degree from an accredited college or university plus substantial (5-7 preferred) years of experience in a related area including management experience, or equivalent training and experience
• Excellent analytical skills: ability to interpret laws and guidance for application to widely divergent facts and circumstances
• Progressive and proven track record of excellent leadership and management
• Experience in managing multiple projects
• Exemplary interpersonal and communication skills, both verbal and written
• Ability to work well under pressure and to maintain good relationships with colleagues
• Experience building motivated and skilled teams, emphasizing collaboration, flexibility, and empowerment
• Demonstrated ability to manage change in a complex educational environment
• Ability to work independently, as well as collaboratively, and in leadership roles
• Demonstrated analytical and problem-solving skills
• Experience with a multitude of technologies including Microsoft Office suite
• Commitment to providing exceptional service

Preferred Qualifications:

• Juris Doctorate preferred from an accredited college or university plus significant (3-5 years preferred) experience in a related area including management experience, or equivalent training and experience
• Experience interpreting and applying laws, policies and procedures to complex facts and in challenging circumstances
• Experience with Banner strongly preferred, or similar background with an aptitude for learning new software systems
• Progressively responsible management experience in a large higher educational system
• Knowledge of National Clearinghouse or enrollment verification processes
• Knowledge of Code of the Commonwealth of Virginia Section 23.1-500 to 510 and other provisions of the Code of the Commonwealth of Virginia pertaining to in-state tuition classifications
• Experience as a school certifying official (SCO) for Veterans’ educational benefits from the U.S. Department of Veteran’s Affairs
• Experience on NCAA rules as they apply to athletic academic eligibility
• Delivery of FERPA law related training, development of policies, and procedures

Special Instructions to Applicants

This position will remain open until filled. For priority consideration, applicants must apply by January 23, 2018 at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

For Full Consideration, Apply by: January 23, 2018
Posting Date 12/12/2017
Job Close Date
Open Until Filled? Yes
Telework Friendly?
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Supplemental Questions

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Required Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. List of Professional References
Optional Documents