About Mount Saint Mary’s University:
Mount Saint Mary’s is the only women’s university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equity, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary’s provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active, global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu
Mount Saint Mary’s University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required. Applicants must also provide proof of COVID-19 vaccination of condition of employment.
Job Description:
The Assistant Registrar will maintain quality service, security, accuracy/integrity of, and accessibility to (as appropriate), all MSMU student records. The ideal candidate will effectively balance multiple, complex tasks effectively. Ability to be flexible regarding frequent changes in the work environment, and to maintain confidence on a position or policy when necessary. The Assistant Registrar must be able to exercise sound judgment and discretion in handling confidential information.
Duties and Responsibilities:
- Under the supervision of the Registrar, ensures the accuracy, integrity and security of all student academic records, and supervise/direct all uses of those records (e.g., enrollment certification; official grading and transcript services; certification of student degree via graduation check (audit procedures); maintenance and preservation of official current, and archived record, student transcript records and appropriate processing of records (cumulative file data and instructor grade data).
- Trains and supervises office support staff to use quality support service techniques in the administration of academic policies and procedures in the timely and accurate data entry and filing as well as cross training staff to perform duties in areas which are not normally assigned (e.g., transcript requests, enrollment verification). Cross-train, as appropriate.
- Supervises the collection of academic grades for all site-specific programs.
- Oversees/supervises the transcript analysis function for Baccalaureate degree programs, Associate degree programs, Graduate degree programs and other programs, as assigned.
- Oversees the application for graduation check and degree audit (check) processes and confirm the completion of minimum degree requirements including general studies, major, minor and elective requirements (includes maintaining the degree audit module in cooperation with the Academic Advisement Office).
- Implements and supervises the communication process necessary to ensure that diplomas are ordered and distributed in a timely manner.
- Maintains a strong working relationship with the other service offices (e.g., Academic Advising, Admissions, Student Accounts, Financial Aid, Work Study) as well as with members of committees, as appropriate.
- Provides oversight of handling the registration information disbursement to individual campus programs.
- Supervises the Veteran’s Affair process, update and maintain student status with Veteran’s Affair Administration and provide support service to this population.
Other Duties and Responsibilities:
- Assists the Registrar Office staff in delivering consistent, high-quality customer service.
- Assists the Registrar with the planning and implementation of on-going registration processes.
- Assists the Registrar with the planning, coordination and production of the MSMU College catalogue and supplement.
- Assists the Registrar with planning and coordinating the production of the academic calendar, and ensure its effective communication to the university community.
- Assists the Registrar with the review of MSMU policies and procedures, and conduct ongoing staff development to ensure the accuracy and integrity of information provided to inquirers.
- Maintains and acquires additional technical expertise through participation in professional development opportunities (e.g., professional conferences and training seminars).
- Assists with testing of our student information system, electronic filing system, web page/portal and other technology used in office.
- Performs other job-related duties, as assigned.
Requirements:
Knowledge:
- Familiarity with general workings of an academic environment (semester/quarter cycles, etc.) so work/deadlines can be prioritized and calendarized effectively.
- Sufficient working knowledge in one or more of the following areas: Registrar, Admission and/or Academic Advisement (preferably registrar knowledge).
- Transcription and inputting of grades onto a database and processing academic paperwork desired.
- Sufficient working knowledge of a mainframe database in order to produce and maintain student information as needed.
Abilities and Skills:
- Efficiently and effectively handle a variety of multiple tasks.
- Detail-oriented and analytical.
- Critically evaluate complex issues and make sound decisions.
- Work with many interruptions, while remaining focused and professional.
- Communicate effectively.
- Project confidence when explaining College policies and procedures.
- Maintain empathy and understanding regarding student situations, while maintaining the integrity of College regulations.
- Communicate effectively with persons from diverse backgrounds.
- Must be able to work well independently and as part of a team.
- Strong administrative, organization and prioritization, oral/written communication and interpersonal skills.
- Strong personal integrity and emotional intelligence.
Education:
Bachelor’s degree. Master’s degree preferred
Experience:
Three years within an academically-oriented environment, preferably in a registrar’s office or similar environment, performing moderately complex to complex administrative tasks. Sufficient previous supervisory experience.
Additional Information:
Work Location: Doheny Campus (Downtown Los Angeles)
Start Date: Immediately
Applications Deadline: Open until filled
The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.
Application Instructions:
Please submit cover letter and resume.
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