• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: Full-time
• Salary Range: $85,000-$93,000

Position Summary

The Assistant Registrar, Academic Programs manages Student Information Systems (SIS) student record operations and production for all Registrar functions related to degree audits; executes graduation clearance for Columbia College via the Stellic degree audit platform; actively supports the university’s withdrawal operations; is primarily responsible for the print and digital production of Columbia diplomas; and assists with the identification and resolution of duplicate records.

Responsibilities

• Coordinates and tracks student academic progress with Advising Deans, Academic departments, and directors across Columbia College; advises other Stellic users; provides student record systems support for all functions related to degree audit and clearance; performs other related duties as assigned, especially as they relate to hardware and software.
• Manages all aspects of the graduation certification process for Columbia College, leveraging degree audit software and policy knowledge to assess whether 1,500+ candidates for the Bachelor of Arts degree per academic year have completed all requirements. Works closely throughout the year with the Center for Student Advising as well as with the Arts and Sciences academic departments and other University administrators and staff.
• Handles daily withdrawal processing in the absence of the primary staff member, including transacting classes on Vergil, executing data entry on SIS and OnBase, and reviewing escalated withdrawal cases as appropriate. Under the supervision of the Associate Registrar, will also advise colleagues across the university on withdrawal policies and best practices.
• Uses various software packages to create and produce status and statistical reports in support of the certification process to supply information to advisors and the academic departments, as well as to monitor work activity to catch and correct errors.
• Collaborates with schools and departments to ensure any updates to the College curriculum are reflected appropriately in Stellic in a timely fashion.  Proactively researches changes to anticipate the needs of customers.  Responds to student inquiries regarding Stellic. 
• Oversees the distribution of all digital diplomas, approximately 16,000 annually, and the weekly issuance of reprinted hard copy diplomas. Also, primarily manages the preparation of the print diploma production run for roughly 16,000 Columbia graduates per academic year across four graduation cycles. Responsible for ensuring that ancillary supplies are in stock and for quality control of all diploma materials in coordination with the Student Service Center.
• Is responsible for resolving and averting duplicate records; merge, clean and resolve Student Information System (SIS) records for the University community; facilitate training of School administrative staff involved with the admissions process on how to resolve and rectify duplicate records in SIS to ensure compliance with University policies and procedures. 
• Attends and participates in committee, staff, informational, and professional meetings within and outside the department.
• Performs other duties and special projects as assigned. 

Minimum Qualifications

• Bachelor's degree.
• Four to six years of related experience.

Preferred Qualifications

• Master’s Degree preferred.
• Experience in a University Registrar's office or related operation.
• Experience with student information systems, learning management systems, and other University platforms is highly desirable.

Other Requirements

• Familiarity with Columbia’s student information systems and admissions processes required.

• Data reporting, data management, and experience with database systems required.

• Must possess the ability to train and develop others, as well as share and transfer knowledge in a comprehensive manner. 

• Excellent oral, written, organizational, and interpersonal skills, with a strong customer service focus required. 

• Must be capable of working independently, as well as collaboratively, and complete projects and assignments under minimal supervision. 

• Must be able to identify priorities within multiple assignments in a high-pressure, short-deadline environment, while maintaining diplomacy, efficiency, and confidentiality. 

• In addition, the successful candidate must be able to work well with all levels of employees, be flexible in nature, have sound judgment with an open and collaborative style that encourages teamwork and cooperation beyond the immediate team to the broader organization. 

• Must have a drive for excellent customer service and commitment to exceptional quality.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.