Assistant Registrar

This full-time position reports directly to the Registrar, who reports to the Vice President for Academic Affairs and Digital Learning. The Assistant Registrar works within a dynamic institution that provides graduate and certificate education to both traditional and online students. This position requires a unique combination of technical and interpersonal skills. The Assistant Registrar must assist the Registrar in creating and maintaining collaborative working relationships with institutional leadership, faculty, and staff and support university programs and policies consistent with regulations from federal, state, administrative, and academic entities. The Assistant Registrar along with the Registrar acts as a central communication resource for academic and policy information related to student records management. The Assistant Registrar is co-responsible for the maintenance and integrity of the academic records.

1. To provide quality student service which says to students, "We care and we deliver", in the area of registration, tuition assessment, and academic records, and to ensure the confidentiality and accuracy of student records.

• Assists in all operations in the registration process (record creation, course schedule building, classroom assignment, final exam scheduling, grade processing, transcript issuance, and student enrollment verification)
• Helps coordinate the Student Information System, conducts Pre-registration, Completion, Registration, and Drop/Add
• Ensures compliance with Student Records Policy
• Records transfer credit, advanced placement, study abroad work, thesis titles, comprehensive examination results and grade changes
• Collaborates in the processing of tuition and associated fees
• Assists the Registrar in assigning operator security profiles to Student Records users and monitoring the system to prevent unauthorized access to computer records
• Enforces the provision of the Family Education Rights and Privacy Act (FERPA) and acts as the university’s chief compliance officer for FERPA.

2. To demonstrate the university's commitment to the thoughtful treatment of its students, past, and present, through the timeliness and accuracy of the transcript system.

• Produce and mail transcripts
• Store & preserve academic records and inactive student folders
• Process grades and produce transcripts for non-credit students
• Retain copies of course descriptions.

3. Collaborates with the Registrar to ensure good order and an atmosphere conducive to academic activity by producing timely and accurate statistics, class rosters, grades, certifications, and other reports, and by serving as a "watchdog" for academic policies.

• Establishes and maintains collaborative and effective working relationships with a diverse group of leaders across the university
• Serves on various university committees and advisory groups
• Develops, evaluates, interprets, and enforces departmental and university policies, procedures, and strategies
• Produce official student lists, reports, statistics, and related information
• Prepare enrollment, completion, and graduation data for IPEDS & CORE statistical reports
• Interpret & enforce academic regulations
• Collect grades from faculty, records grades produce and send grade reports
• Order diplomas from tentative lists prepared by deans
• Monitor lists of graduates and rank for graduation
• Assist in organizing organize student participation in Commencement.

4. Works collaboratively with the Registrar for the development of the Academic Calendar, updating of the Registrar’s Office web site, and assisting with the development and publication of the University Catalog.

• Prepare, publish, and distribute class and examination schedules
• Maintain and archive official catalogs
• Administer the Teacher Evaluation System
• Plan and coordinate the Schedule of Classes to ensure that all curricular needs are met while responding to the preferences of faculty and students.

Qualifications:

• Minimum Bachelor’s degree with progressive experience in a registrar/student services functional capacity within a higher education institution.
• Ability to deal effectively with university faculty, students, administrators, and staff, as well as various outside organizations and agencies in enforcing key university academic policies
• Experience, background, and/or demonstrated knowledge in competency-based education and transcripting, including extended transcripts
• Strong interest in being an advocate for both faculty and students through direct and indirect interaction; i.e. procedural and systems development
• Excellent communication, leadership, and organizational skills
• Experience managing complex records systems and computer systems development in a registrar’s office or admissions office (specific experience with Grad Pro and/or Anthology preferred)
• Excellent technical, analytical, and problem-solving skills

PHYSICAL REQUIREMENTS: Ability to lift up to 40 pounds, on occasion.

OTHER REQUIREMENTS: Onsite presence 5 days per week.

About the Employer

A rapidly expanding, entrepreneurial academic institution on the cutting edge of online educational delivery, Divine Mercy University (DMU) is a Catholic graduate school of psychology and counseling, founded in 1999 as the Institute for the Psychological Sciences. The University is dedicated to the scientific study of psychology and related fields with a Catholic understanding of the person, marriage, and the family. Over the years DMU has become a leader in preparing Catholic and Christian mental health professionals. The University offers a Doctoral (Psy.D.) degree in Clinical Psychology, a doctoral degree in Counselor Education and Supervision (Ph.D.), an online Master of Science (M.S.) degree in Psychology, and an online Master of Science (M.S.) in Counseling. Additionally, it offers online certificate programs, including a Spiritual Director’s Certificate. 

Divine Mercy University is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award masters and doctorate degrees. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Divine Mercy University.  Its doctoral program in clinical psychology (Psy.D.) is accredited by the American Psychological Association (APA)

The Board of Directors of the Council for Accreditation of Counseling and Related Educational Programs (CACREP), a specialized accrediting body recognized by the Council for Higher Education Accreditation (CHEA), has granted accreditation to the Clinical Mental Health Counseling program in the School of Counseling at Divine Mercy University. The accreditation cycle for the Clinical Mental Health Counseling specialty area started on July 6, 2023 and runs through October 31, 2031.

More information can be found at www.divinemercy.edu

DMU Statement of Mission and Catholic Identity

Based on the Catholic identity and mission of Divine Mercy University, we only employ persons who demonstrate openness and respect for the Roman Catholic Church and its institutions and who have a sincere interest in advancing DMU’s mission within the Church. For positions in which membership in the Roman Catholic Church is a bona fide occupational qualification reasonably necessary for the normal operation of DMU, DMU reserves the right to employ only persons who are practicing members of the Roman Catholic Church as determined solely by the decision of DMU.  Please review DMU's Statement of Identity to understand DMU's mission, culture, and purpose. 

NONDISCRIMINATION STATEMENT

Committed to the teaching of Vatican Council II that every type of discrimination, whether social or cultural, whether based on sex, race, color, social condition, language or religion, is to be overcome and eradicated as contrary to God's intent (Gaudium et Spes, 29), DMU encourages applications from people of all ages, races, ethnicities, nationalities, women, men, veterans and those with disabilities.