Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Four [4] years of full-time experience with University Academic policy, procedures and practices. Firsthand professional-level experience in at least two major Registrar's functions (i.e. registration, records, scheduling, TAP, NCAA, NSLC, reporting, degree and enrollment certifications, transfer credit processing, etc.). Strong analytical and problem-solving skills and experience managing data and database systems in client server and personal computer environments.Preferred Qualifications:
Master's Degree (foreign equivalent or higher). Student Information Systems (SIS) experience, such as PeopleSoft. Brief Description of Duties:
Associate Registrar for System Support to the Registrar reports directly to the System Analyst. The incumbent will serve as a technical developer for the functional processes and business and will provide technical support to the Registrar's Office. With the technical and functional expertise required of this position, Associate Registrar for System Support will support the Registrar's Office toward improvement, enhancements, and day-to-day maintenance issues. The Incumbent must support the office technically and functionally and ensure that all immediate staff are well versed in the multiple areas to ensure integrity of records data. The individual must be able to resolve difficult situations involving communication with a range of clients from students and their parents to the Provost and Deans of the University.The successful incumbent must possess outstanding written, verbal, and interpersonal communication skills, and experience successfully working independently, as well as part of a team with a collaborative approach to problem-solving. They must also have excellent strategic and analytic thinking skills with an ability to solve problems and make effective decisions and strong customer service skills. It is important to be able to work effectively and multitask in a fast paced, deadline-driven environment with a high degree of accuracy.

Duties:

• System Support for Transfer Articulation & Departmental Degree Audit Projects:
  • Serve as a technical support in the implementation of Transfer Articulation, the SUNY Transfer Finder initiative, the implementation/management of Degree Works, and University/Departmental Degree Audit programs.
  • Coordinate and collaborate with a team of offices such as, the Transfer Office, Undergraduate Academic Departments, Undergraduate Academic Advising and the Division of Information Technology programming staff, as well as to consult with other schools and external users.
  • Together with the functional users of the student system, the Associate Registrar for System Support will make recommendations, implement and support the design and development of the components of the Transfer Credit process and the Departmental Degree Audit.
  • The Associate Registrar for System Support will support the building of the technical components of the transfer credit and equivalency process, the business process created for the departmental course evaluation and the departmental degree audit.
  • Once a system is implemented to support the electronic transfer of official transcripts, the incumbent will manage and maintain the outgoing transcripts and business process needed to support this project.
  • They will serve as an expert as it relates to the technical aspects of both the transfer articulation process and departmental degree audit set up.
  • Ensure that the degree audit processes accurately reflect University policy and standards for graduation (i.e. GPAs, honors, academic remark standings, etc).
  • Support the degree audit process to ensure that records accurately reflect transfer credits, course evaluations, skills, challenge exams, requisites, repeats, grading basis, etc.
  • Support the Assistant Registrars for Academic Success in the development of upgrades and new processes (i.e. customizations) that enhance the degree audit and certification process.
  • Develop, coordinate, and provide new direct services that have been requested in the area of degree audit, diploma printing, and the distribution and program/plan maintenance; specifically, increased support services to the Health Sciences Center, West Campus, HAN/HAV, majors, and College of Arts & Science majors.
  • Build and maintain Stony Brook's 146 current West Campus plans (majors/minors) to support the departmental degree audit. The incumbent must ensure that the degree audit supports registration, prerequisite screening, and academic advising; therefore, the Associate must adhere to SUNY and Campus policies and procedures as they relate to academic and permanent records maintenance.
  • The incumbent will be responsible for programming and updating degree requirements in the degree audit system for University, Departmental, and General Education Transcript Addendum (GETA) requirements.
  • This individual will work closely with the Colleges of Arts & Science and Engineering Curriculum Committees to ensure timely notification of curricula changes are captured.
  • The Associate for University Systems Analysis will work closely with IT staff to support the technical aspects of Degree Works software.
  • The incumbent is responsible for developing and supporting the roll-out plan including any Data Bridge testing, communications, necessary updates and maintenance for Degree Works now that it is live.
• Graduation/Communication Support:
  • Create and maintain Communications plans for the graduation area. This includes proactive outreach to advisors and students, supporting the President's Finish-in-Four initiative. Advisor outreach includes presenting at Undergraduate Programs Directors meetings regarding degree audit and graduation. This also requires the incumbent to provide ongoing training and education to departmental advisors including the purpose, usefulness, and accuracy of the degree audits as well as the responsibilities departments have in the graduation process including advising, substitutions/exceptions, and completing the graduation checklist in a timely manner.
  • Student outreach includes querying for students who have at least 108 credits on record and informing them of the graduation process through SOLAR messaging. These student communications will go out twice per academic semester-once before the link to apply goes live in SOLAR and once before the link is turned off. Outreach also includes working with entities on campus to create a presence (i.e. graduation table) at campus lifetime activities, such as Earthstock, Chillfest, and Opening Activities. The incumbent will include plans to increase the visibility of University graduation processes.
  • Develop Processes to streamline and improve Graduation and Degree Audit area business, automating where possible to better serve students and the campus community.
  • The incumbent will provide reports and data to the Office of Conferences and Special Events for commencement ceremonies.
• Registrar's Office Technical & Functional:
  • Provide technical as well as functional support in registrar related activities and business. This includes, but is not limited to: Academic Records, Registration, Scheduling, Reporting, Security, Grading and Degree Audit.
  • Incumbent will supervise and support the staff responsible for the day-to-day functions and operations in these areas.
• Functional Business Analysis:
  • Research and develop initiatives to enhance the business processes of the Registrar's Office in providing timely and efficient service to students, faculty, staff and the general public.
  • Incumbent will lead the technical enhancements recommended. Assist the System Analyst in establishing strategic planning and continuous improvement management for the Registrar's Office and student information support systems. This includes planning, evaluation and technical enhancements and needs of critical departmental tasks and responsibilities.
  • In conjunction with the Registrar, provide leadership, supervision and deployment of staff resources to appropriate duties and responsibilities to ensure that all Registrar's functions and operations are accomplished successfully.
• Registrar Generalist:
  • Serve as a generalist in the Registrar's office. Assist students and staff with registrar-related business transactions.
  • Be knowledgeable, proficient, and maintain a level of expertise in providing registrar-related services, including registration, schedule adjustment, and academic record-keeping using the PeopleSoft (or the like) student information system with the goal of providing timely and exemplary service to all campus constituents.
  • Serve as a lead during assigned orientation to support new students.
  • Adhere to all compliance requirements with state, federal, and university policies and procedures.
• Support State and Federal Financial Assistant Programs (such as TAP/Excelsior):
  • Oversee and support the Tuition Assistance Program as it relates to the Registrar's Office.
  • Must provide data and support for University yearly audits and reviews. Any policy changes must be discussed with the appropriate offices and agreed upon before implementing any changes or enhancements. Upon doing so any technical changes must be incorporated into the business processes of the office(s) and supporting technical systems in a timely manner.
  • Will support staff in the technological enhancements required to support daily business practices. This includes office business practices as well as system programming to support compliance changes. Compliance must be accurate and timely.
  • Monitor required system reviews and updates. Oversee any programming changes and enhancements after setup, testing, examination, and troubleshooting program updates, etc. are accomplished. Current rules must be enforced programmatically and where needed, manual processing identified and implemented.
  • Consultation with senior professional staff, other university offices and departments that are affected with TAP disbursements, charges and funds. Keep current with any and all policy changes, improvements and upgrades to systems that support TAP business.
  • Support clerical and professional staff in the TAP Production Area. Attend bi-monthly TAP meetings with Financial Aid, Student Billing and Internal Audit.
  • Oversee and support schedule of weekly electronic transmission of files to HESC for certification processes in Albany.
  • Will attend conferences, seminars, and training sessions with staff and coordinate monthly meetings with Financial Aid, Billing, HSC and Internal Audit staff. Minutes will be maintained for the purpose of documenting discussions, changes, etc.
  • Support the processing of multiple scholarship programs that fall under HESC; several programs are specific to the Health Science Programs on East Campus. The HSC Program Scholarships require specific knowledge of the HSC Program requirements to determine eligibility. Communication and collaboration with these program administrative areas is critical in order in determining student eligibility. In addition, must compile information from the Financial Aid Office to complete the processing and certification of scholarship programs and consortium agreements.
  • If and when problems arise, support and direct the course of action needed to resolve issues quickly and effectively. Serve as a support and resource for clerical and professional staff, Financial Aid, Student Billing and Internal Audit.
• Program and University Partnership Support:
  • Collaborate with DoIT programming staff to support the technical requirements for managing academic records and policies within our various student database systems.
  • Coordinate as needed with the Graduate School, School of Professional Development, Financial Aid, Student Accounts/Bursar, College of Engineering and Applied Sciences, College of Arts and Sciences, College of Business, Provost Office, and other administrative areas to develop processes that comply with SUNY Central and State Education Department guidelines. As the University continues to expand programs, address and resolve any complex administrative issues that arise.
  • Partner with the Division of Information Technology, the Associate Provost for Academic Success, new student enrollment/admissions, CEAS, undergraduate advising leads, Graduate School, SPD School, and Health Science Schools, among others, to assess and ensure the needs of all student populations are met.
  • Collaborate with the Media Communications Specialist in the Division of Undergraduate Education to develop and maintain up-to-date training materials for both students and staff. Serve as the lead for managing reports and functionalities within the College Scheduler Client Administration Page, including user management, enrollment optimization, course pre-loading, and registration worksheets. Complete knowledge of these processes is required, with potential future training and testing.
• Collaboration and Liaison:
  • Assist the Registrar with providing information, analysis and advice to faculty committees, academic departments and administrative offices dealing with educational policy, procedures and processes:
  • Maintain close liaison with the various University committees, Academic Standing Committees, the Undergraduate and Graduate Council to ensure that actions taken by these bodies with faculty legislation and State regulations concerning the treatment of registration and record information are consistent and can be supported with technology that is available. In addition, work with these committees to ensure changes to policies are implemented in the new student database system. Work closely with the System Analyst in establishing and obtaining goals for the department to better serve the University.
  • Review and evaluate the performance of clerical and professional staff. Provide constructive feedback to staff as necessary. Report the results of performance reviews to the Registrar.
  • Assist in the replacement and training of new staff as necessary.
  • Develop and announces to the University community the policies, regulations and other information relative to the functions and the delivery of the services of the Registrar's Office.
  • Review and propose revision of University regulations and policies as well as interpret and adapt their application of the functions of the Registrar's Office.
  • Serve as liaison to all other administrative units for general administrative purposes involved or related to the Registrar's Office.
• Other duties or projects as assigned as appropriate to rank and department mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.For this position, we are unable to sponsor candidates for work visas.Resume/CV and cover letter should be included with the online application.If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our WHY WORK HERE page to learn about the total rewards we offer.