Assistant Registrar

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Job Details:

The mission of the Office of the Registrar at the University of Texas at Austin is to create, maintain, certify, and protect University records of courses, degrees, and students.

The Office of the Registrar strives to:

• recognize the importance of each person we serve,

• hold the trust and confidence of students, faculty, and staff for our quality of work, collaborative solutions, and administrative foresight,

• care for our employees by promoting a friendly and stimulating office environment with opportunities for professional development, and

• earn national respect for excellence in academic services and our use of technology to benefit our campus and the higher education community.

The Office of the Registrar emphasizes:

• accuracy, to maintain exceptional quality in our records and processes;

• integrity, to demand responsibility, confidentiality, and honesty in our work;

• customer service, to help people in a timely and caring way;

• communication, to share expertise and listen to our clients and each other; and

• teamwork, to foster a collaborative work environment and coordinate the intricacies of our collective mission.

The Office of the Registrar hires for the needs of the entire office.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

The Assistant Registrar plays a key role in managing multiple core functions of the Registrar's Office, ensuring operational efficiency, compliance with institutional and regulatory policies, and delivering high-quality service to students, faculty, and staff. This position supervises staff, supports academic operations, and contributes to the continuous improvement of administrative processes. The Assistant Registrar plays a vital role in supporting the strategic and operational goals of the Office of the Registrar. This position requires a proactive and collaborative leader who demonstrates subject matter expertise and a commitment to service excellence.

Leadership

• Oversee and manage the day-to-day operations in multiple assigned core functions within the Office of the Registrar. Be the subject matter expert in assigned area of responsibility.
• Supervise and support staff, providing guidance, training, and performance feedback.
• Plan depth and knowledge within the section sufficient to provide coverage in times of vacation, illness, and turnover.
• In concert with the Associate Registrar, responsible for the hiring and oversight of staff in assigned area, including hiring, training, evaluation, coaching, and professional development.

Operational Efficiency

• Evaluate current processes, develop plans, and implement to improve the service to students, faculty, and staff.
• Ensure compliance with institutional policies and external regulations related to student records and academic administration.
• Maintain accurate documentation and contribute to the development of procedures and policies.
• Utilize reporting tools to manage data and support decision-making.
• Identify and mitigate operational risks through effective planning, business process mapping, and documentation.

Service Excellence

• Foster a culture of accountability, innovation, and continuous improvement.
• Collaborate with campus departments to support academic and administrative initiatives. Respond to inquiries and resolve issues with professionalism and efficiency.
• Collaborate with campus partners to ensure alignment of Registrar functions with institutional priorities.
• Communicate effectively with students, faculty, and staff to support institutional policies and procedures.
• Assist Associate Registrar in overall management of assigned areas including goal setting, policy making, action planning, compliance, and operating principles and practices.
• Actively contribute to the Office of the Registrar efforts to promote productivity, collaboration, and coordination within and between all sections of office.

Process Improvement

• Contribute to and lead the development and implementation of innovative solutions that enhance service delivery and student success.
• Evaluate the effectiveness of specific functional operations, recommend and lead organizational and procedural changes, and provide documentation and training to the campus community.
• Support, promote, and enforce office operating practices and standards including the project management plan, staff development program, and staff recognition program. Ensure operations comply with federal, state, and institutional legislation.

Bachelor's degree. A minimum of three years of progressively responsible experience in higher education, student services, academic advising, academic administration, or a related field. Demonstrated competency in administering services and operations in a university environment, including demonstrated skill in problem solving and change management. Demonstrated supervisory experience and ability to lead teams effectively and experience hiring, developing, supervising, and evaluating staff. Commitment to providing high-quality customer service, ability to work in a collaborative results-oriented environment, consistently exercise initiative, tact, diplomacy, and professionalism, evaluate and resolve problems, establish, motivate, and support effective teams to meet objectives, manage conflict, work collaboratively within office and with other university departments, and committed to service, accuracy and integrity. Excellent organizational, planning, and problem-solving skills. Commitment to ethical standards and customer service excellence. Proficiency in using technology to manage records and streamline processes.

Relevant education and experience may be substituted as appropriate.

Master's degree. More than five years of progressively responsible experience in an Office of the Registrar. Demonstrated ability to develop and implement regimens that reach goals and ensure compliance with regulatory requirements. Excellent at decision-making and problem-solving, thinking creatively, acting with strategic agility, dealing with ambiguity and managing innovation, and communicating vision and purpose. Have project management experience. Experience implementing new technologies or software packages. Previous experience in a registrar's office as a registrar, an associate or assistant registrar, or equivalent administrative experience.

$85,000 + depending on qualifications

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Occasional weekend, overtime, and evening work to meet deadlines.

• Monday - Friday, 8:00 AM - 5:00 PM on-site work is the standard expectation for this position.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.