Harvard University
Ivy League university in Cambridge, MA
Associate Registrar
Full-Time
$80k - $90k/yr
Senior
Bachelor's
Cambridge, MA, USA
Hybrid
Frequent in-person work at the Cambridge campus is required; candidates must live within commuting distance or be willing to relocate.
No H1B Sponsorship
About the job
Requirements
- A Bachelor's degree or equivalent work experience is required.
- At least 5 years of progressively responsible experience in a registrar's office, enrollment services, or a closely related higher education environment is required.
- Experience with relational databases, including hands-on use of SQL for querying and reporting, is required.
- Proficiency with Microsoft Word and Excel or similar office productivity tools is required.
- Advanced knowledge of registrar functions, academic policies, and student records management is required.
- Experience working with a Student Information System and related academic technology, including understanding how SQL is applied within an SIS environment, is required.
- The role requires strong analytical and problem-solving skills with a high degree of accuracy and attention to detail.
- The role requires the ability to manage multiple priorities, meet deadlines, and complete work in a timely manner in a fast-paced environment.
- The role requires excellent interpersonal and customer service skills and the ability to work effectively and professionally with diverse students, faculty, and staff.
- The role requires sound judgment, discretion when handling confidential information, and the ability to work independently and as part of a team.
- Applicants must be able to perform typical office tasks, including extended sitting, near-vision tasks involving reading and computer use, use of standard office equipment, and occasional lifting of up to 20 pounds.
- Candidates must have employment authorization to work in the United States.
- Candidates must be able to commute regularly to the Cambridge campus or be willing to relocate and reside in an approved payroll state.
Responsibilities
- Oversee registration by developing, executing, documenting, and evaluating policies and procedures.
- Ensure academic policies and procedures are enforced and proper records are maintained.
- Recommend annual changes to the student handbook and student policies and work with Student Life staff on appropriate policy changes.
- Manage the ID Card Distribution Process.
- Monitor the general registrar email inbox and respond to inquiries appropriately and effectively.
- Oversee transcript production as the point of contact for Parchment.
- Process enrollment verification letters, diploma replacements, loan deferments, and other custom letter requests.
- Act as the primary contact with the National Student Clearinghouse, perform degree verifications, and report graduate student data.
- Counsel students on Leave of Absence procedures, provide appropriate documentation, and update student records.
- Facilitate incoming-student migration to the my.harvard system, including updating admission status and creating programs in the student information system.
- Work with Admissions to communicate processes for obtaining Harvard Key and GSD Email addresses.
- Block enroll students into courses when appropriate.
- Serve as the primary contact for cross-registration from the GSD with other Harvard Schools, MIT, and Tufts Fletcher School.
- Manually enter MIT grades and manage student enrollments in variable-unit MIT courses each academic term.
- Serve as the primary contact for course substitutions and waivers and enter the related documents in the student information system.
- Coordinate the independent study process, answer student questions, collect documentation, and enroll students in appropriate courses.
- Term activate students each semester and update maximum units as appropriate.
- Review students' units each term to determine whether they meet full-time or graduation requirements.
- Create and upload billing files for workshop fees, dorm charges, and other student fees.
- Charge course fees each semester as appropriate.
- Process students' formal withdrawals from the GSD.
- Serve as a primary GSD administrator for the my.harvard system and advise staff on best practices and recommended uses.
- Recommend, execute, and develop technological improvements to streamline processes.
- Maintain my.harvard student information relating to awards and prizes, student groups, warning letters, extracurricular activities, and course data.
- Manage the tuition calculation process for fall, spring, and summer semesters with Student Financial Services.
- Process TAP student documentation.
- Create Grade Rosters and communicate grade deadlines with faculty.
- Process and examine students' advising reports to ensure course substitutions and waivers are accurately reflected.
- Manage and update registrar forms and work with the my.harvard team to create and manage GTE forms and associated workflows.
- Update students' time statuses based on enrolled units.
- Manage the Department Work Center to share queries and data with department program administrators.
- Work with the CWD and my.Harvard teams to add required training holds to student records before each academic year.
- Oversee communication and procedures for three graduation periods per year and create accurate graduation lists and graduation data.
- Manage the graduation application each academic year, monitor application progress, and follow up with students who have not submitted applications.
- Manage diploma ordering and act as the primary contact for Paradigm.
- Recommend improvements to diploma distribution and oversee diploma distribution.
- Recommend and execute CPT policies and procedures at the GSD.
- Serve as the main contact for CPT questions, review documentation for accuracy, and provide documentation to the HIO.
- Enroll students in appropriate CPT courses and follow up to ensure grades are received.
- Assist with processing I-20s for continuing international students and students returning from leave.
- Set up OPT and CPT workshops with the Harvard International Office.
- Report leave-of-absence data to the HIO on the first day of classes each semester.
- Provide graduating international student data to the HIO for each graduation term.
- Provide support for Student Affairs events, including Commencement, Registration, and Orientation.
- Serve as content manager for the Registrar website and improve how information is presented to students.
- Act as the primary contact with the Harvard University Archives Office.
- Manage the Enterprise Content Management System product embedded within my.harvard.
- Pay bills in Buy2Pay and process credit vouchers and travel expenses through Concur for the registrar account.
- Produce ad hoc statistics and data for GSD and University administrators through Query Manager.
- Maintain an accurate, up-to-date manual for the position.
- Produce ad hoc documents in the Microsoft Office suite.
- Supervise student and temporary employees as needed.
About the company
Harvard University is a private research university in Cambridge, Massachusetts, founded in 1636 and the oldest institution of higher learning in the United States. It comprises Harvard College and multiple graduate and professional schools.
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