California Institute of the Arts

Valencia, CA

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Type: Full-Time
Salary: $91,000 - $105,000 a year
Posted: 01/25/2023
Application Due: Open Until Filled
Category: Registrars

SUMMARY

Reporting to the Associate Provost, the Registrar directs the administration of the Registrar’s Office and all of its related functions, working with—and for—the CalArts community in order to contribute to student orientation, achievement, persistence, graduation, and life-long learning. Core duties include the secure maintenance of academic records, development of the course catalog and class schedules, course registration, grading, degree conferral, and development of the functionality of Colleague and other related Institute systems. The Registrar is a key leader on campus, and works collaboratively with colleagues across all schools and departments to ensure the smooth functioning of the Institute. The Registrar is also responsible for ensuring compliance with all state and federal regulations related to enrollment reporting and student privacy.

ESSENTIAL JOB FUNCTIONS:

• Provide leadership, mentorship, training, and direct supervision of all staff in the Registrar’s Office with an emphasis on cultivating an inclusive work environment.
• Manage the departmental budget.
• Ensure quality service and user support to all students, faculty, and staff on matters relating to course registration and student records
• Collaborate with the Office of Admissions, the Office of Financial Aid, and the Office of Academic Advising to direct the annual Move to Student Process.
• Organize and oversee the course registration process each semester, including development of class schedule, academic advising activities, and coordination of online and in person registration.
• Oversee processes related to transfer credit review.
• Coordinate the publication of the annual Course Catalog and the semi-annual Schedule of Classes.
• Collaborate with Extended Studies to support pre-college and continuing education students with transfer and transcript requests.
• Coordinate the work of the Academic Appeals Committee, and counsel students through the appeals process.
• Maintain training documentation and office procedure manuals.

Degree Conferral and Graduation

• Oversee final graduation audits, degree conferrals, and issuance of diplomas.
• Compile and vet eligible student lists for yearly commencement ceremonies.
• Coordinate regular graduation and degree progress reviews, and communicate directly with students and the Schools regarding unresolved degree requirements.
• Conduct regular reviews of pending grads and post degrees throughout the year as students complete their degree requirements. Follow up with pending grads to coordinate the development of degree completion plans.

Systems

• Ensure ease of usability for all systems overseen by the Registrar’s Office for students, faculty, and staff by providing in-person and online training resources.
• Utilize systemic tools (e.g., Ellucian Colleague) to develop efficient processes for registration, degree audit, grade reporting and similar functions. Continually evaluate and assess office procedures and technology to identify opportunities for improvement.
• Maintain and continually improve upon the functionality of the Colleague student records system, in particular as it impacts degree progress, course catalog and degree audit functionality, and registration functions.

Compliance

• Ensure confidentiality, security, and accuracy of all student academic records.
• Ensure that the all relevant members of the CalArts community are training in FERPA.
• Interpret and enact regulatory and Institute academic policy for students, staff, and faculty.
• Keep abreast of regulatory changes, researching compliance-related questions, and disseminating and training both Registrar’s staff and other institutional constituents on new regulatory requirements.
• Oversee all enrollment reporting functions of the office, including regular reports to the Veterans Administration and the National Student Clearinghouse.

SKILLS/ABILITIES:

• Quality service focus.
• Respect of differing worldviews, and a commitment to the cultivating an inclusive work environment.
• Excellent interpersonal skills with a strong commitment to the continuing development of intercultural competencies.
• Ability to interact effectively with varied internal and external constituencies demonstrating tact, diplomacy, discretion, and good judgment.
• Exceptional communication ability to communicate complex information with a wide constituency, verbally and in writing
• Excellent organizational and time management skills with the ability to manage multiple projects and see projects through to a timely completion.
• Ability to work responsibly, independently and collaboratively in a fast-paced environment.
• Ability to learn, adapt to, and use new computer systems and technology.
• Ability to manage a complex and changing environment.
• Proven ability to motivate staff, achieve goals and sustain a commitment to developing, enhancing, and maintaining a student-oriented culture of service

EDUCATION:

• Bachelor’s degree required. Master’s degree preferred.

EXPERIENCE:

• 5-7 years progressively responsible experience in a Registrar’s office including experience with directing staff and student records.
• Experience supervising professional staff.
• Proficiency with using Registrar and student information systems, including using database management systems and data management tools such as Ellucian Colleague, Excel, Access or others.
• Experience in a small college setting and/or working with students in the arts preferred.

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.