Assistant Registrar for Special Populations

Assistant Registrar for Special Populations

The Assistant Registrar (AR) for Special Populations supervises the staff responsible for working with unique student populations, degree candidates, and students seeking verification documents. Additionally, the AR is responsible for processing the appeals of students seeking residence status reclassification. This individual serves as the primary contact to faculty, staff, students, and constituents for commencement and diploma issues. The AR must have a high-level and detailed understanding of the Student Information System (SIS) and records, registration, financial aid, and billing functionality, and be capable of high-level decision-making. Customer service is paramount to this position.

Job Responsibilities

Supervises the work of the Documents Coordinator (Transcripts and Diplomas) to ensure accuracy and timely customer service. Responsible for supervising the distribution procedures as executed by the Documents Coordinator, and serves as primary contact to third-party provider (Parchment Award). Coordinates Commencement Exercises for three ceremony cycles annually, including additional duties during the Summer Commencement Cycle as it pertains to the Main Ceremony produced by OUR, and coordinates with ROTC for their unique graduation needs. Responsible for maintaining accurate and sufficient inventory of Commencement supplies, including hoods, covers, medals, and cords. (20%)

Responsible for complete management of the dual enrollment and concurrent enrollment programs at LSU. Works closely with the Office and Admissions and the Office of Bursar Operations to ensure students are registered prior to census date, and ensures that additions and deletions from class rosters are done timely and accurately. Also responsible for OUR functions related to LSU Global, LSU Online, Academic Programs Abroad, and any future LSU outreach programs. (20%)

Responsible for maintaining the accuracy of all graduation lists for each commencement cycle. Works with senior colleges to maintain additions and deletions and communicates regularly with all units to share deadlines, reports, and updates. Enters, corrects, and maintains data in the SIS regarding all potential graduates and serves as the primary editor of all graduation publications. Computes multiple grade point averages to determine potential honors (medalists, Latin Honors, College Honors, etc.) and verifies that all credit for cross-enrolled degree candidates is accounted for. Produces critical graduation data for use by the president, academic deans, and university relations. (20%)

Receives and reviews all residency appeals and related documentation to ensure students submit required information. Makes residency appeal decisions and, if necessary, coordinates with the Office of the University Registrar (OUR) Residency Committee for unique appeals. Also responsible for counseling students and parents regarding reclassification rules and policies, including second-level appeals when appropriate. (15%)

Assists students seeking Apostille services and / or notarizations to validate documents. Troubleshoots unique situations that escalate from Documents Coordinator as they pertain to accuracy of records and / or issues with document retrieval. Serves as OUR document management contact with Hyland (third-party provider) to troubleshoot and ensure platform is meeting office needs, which may occasionally include coordination with Associate Registrar on system enhancements. (15%)

Responsible for athletic ticket distribution as it pertains to academic records / standing. This includes resolution of appeals and regular communication with the Athletic Ticket Office and Student Government. Supports engagement plan functionality as it pertains to registration functions. Performs other duties as assigned. (10%)

Additional Requirements

FERPA - As with all LSU employees, due to this position title and / or responsibilities, this position has an obligation to assist students in the acquisition of necessary services. Should a student appear in need of or seek assistance with issues of an emotional, behavioral, or mental health-related matter, they should be referred to the proper service within the Student Health Center. In situations where the student creates an impression that they are a danger to themselves or others, the advisor should immediately contact the Care Team, the Dean of Students, or the appropriate law enforcement agency. The employee outside of those rights contained within FERPA should create no impression of client or patient confidentiality.

Minimum Qualifications

Bachelor's degree

3-5 years of experience in a Registrar's Office or higher education setting

1-3 years of supervisory experience and / or administrative experience

LSU values skills, experience, and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply a degree is not required as long as the candidate meets the required years of experience specified in the job description.

Job Competencies

• Customer Service (Advanced)
• Attention to Detail (Advanced)
• Academic Policies (Advanced)
• Problem-Solving (Proficient)
• Technical Skills (Proficient)
• Critical Thinking (Proficient)
• Communication (Proficient)