Assistant Registrar, External Records & Articulation

Primary Function: The Assistant Registrar for External Records & Articulation provides leadership and operational oversight of the timely and accurate intake and processing of external academic records, including transcripts, and is directly responsible for the timely evaluation, articulation and posting of all transfer and externally earned credit, as well as the articulation of non-credit learning into academic credit. Through this work, the position maintains the integrity of student academic records and advances institutional enrollment and retention goals.

As a key member of the Records & Registration team, the Assistant Registrar serves as a subject matter expert and resource to students, faculty, and staff on the interpretation and application of any federal, state and institutional policies and procedures related to the articulation of credit. The role includes performing and guiding independent research on institutional accreditation and course equivalencies, maintaining transfer articulation data, and collaborating closely with academic departments and Prior Learning Assessment staff to ensure consistent and accurate credit evaluation and posting.

This role requires strong attention to detail, problem-solving skills, and the ability to execute sound judgement under limited supervision. The Assistant Registrar will often need to collaborate with external stakeholders, both within and outside of the institution, to effectively and accurately complete their tasks.

Key Responsibilities: (1) Oversee the processing and management of incoming external academic records, including but not limited to transcripts, test scores, and other official credentials; (2) Provide direct oversight for high school transcript placement coding processes; (3) Serve as a subject matter expert and point of escalation for complex or non-routine external academic record issues; (4) Ensure external academic records are processed and evaluated within established service-level timelines; (5) Review and evaluate external academic records to evaluate, articulate, and post appropriate transfer credit for new, continuing, and returning students in accordance with institutional and other applicable policies; (6) Collaborate with academic deans, department chairs, and faculty on course equivalency and credit determinations as needed; (7) Serve as a subject matter expert to students, faculty and staff regarding transfer credit policies, procedures, and outcomes; (8) Partner with Prior Learning and Academic Affairs to support the timely and accurate posting of prior learning credit in alignment with institutional policies. Contribute to the development of processes and systems that ensure consistency, transparency, and alignment between departments; (9) Serve as the functional lead for systems supporting external academic records processing and credit evaluation, including the student information system, document imaging platforms, and third-party vendors; (10) Participate in system implementations, upgrades and testing activities; (11) Maintain transfer equivalencies in the student information system; (12) Identify opportunities for process improvement, automation, and enhanced system functionality; (13) Collaborate with the Assistant Registrar for Graduation and Curriculum Management to maximize the application of transfer credit in support of students' progress toward program completion; (14) Support institutional initiatives such as reverse transfer and other credit mobility efforts; (15) Remains competent and current through professional reading, engagement with peers, and participation in trainings and conferences; (16) Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with a highly diverse staff, student body, and community at large; (17) Supports the mission and strategic goals of the department and College through effective execution of assigned duties; (18) Performs other duties as assigned.

Organizational Relationships: (1) Responsible to the Registrar for performance of assigned responsibilities; (2) Collaborates with departments across the college as necessary to fulfill responsibilities and support institutional effectiveness; (3) Relates role to college goals and mission

Performance Standards:Performance in this position is considered satisfactory when: (1) Mutually agreed upon objectives have been attained within a specified time frame; (2) Responsibilities for the position have been carried out at a level consistent with performance objectives; (3) Effective cooperative relationships exist with the other members of the administrative team; (4) Leadership competencies are exhibited in a manner consistent with institutional norms such that positive team/employee relations are fostered and employee developmental needs are proactively addressed.

Qualifications:

(1) Education: Attainment of a bachelor's degree from an institution of higher education recognized by an institutional accreditor approved by the U.S. Department of Education (USDE) is required; master's degree is preferred.

(2) Demonstrated Skills, Knowledge, and Abilities: (a) Strong research, critical thinking, and analytical skills, with the ability to apply findings and make sound decisions under limited supervision; (b) Strong attention to detail and commitment to accuracy, including the ability to assess documentation for authenticity; (c) Ability to lead and coordinate processes, workflows, and projects, including identifying improvements and ensuring effective implementation; (d) Experience managing multiple priorities in a fast-paced environment while maintaining accuracy and meeting deadlines; (e) Strong organizational skills and ability to manage work independently with a high level of initiative and accountability; (f) Excellent communication and collaboration skills, with the ability to work effectively across functional teams and with diverse stakeholders; (g) High standard of professionalism and commitment to providing excellent customer service to students, faculty, staff, and the public; (h) Knowledge of the Family Educational Rights and Privacy Act and ability to maintain confidentiality of student education records; (i) Demonstrated ability to adapt to change, including evolving institutional priorities, systems, and processes; (j) Commitment to equity and inclusion, with experience working effectively with diverse populations; (k) Strong technical skills, including experience with student information systems (SIS) and Microsoft Office applications.

(3) Experience: (a) Minimum of two (2) years' experience working in an educational environment or equivalent community program; (b) Demonstrated competency to serve in an administrative capacity; (c) Demonstrated knowledge of academic programs, degree and general education requirements, course articulation and degree audit systems; (d) Experience working in a student records office and experience with applicable laws/regulations e.g. FERPA is preferred

Benefits Snapshot

The College offers a generous benefits package to full-time employees. Just a few highlights of the benefits package include comprehensive medical plan options for you and your family (plus dental and vision), a College retirement contribution of 8% of your salary upon hire, NCC tuition waiver and an abundance of time off - up to 25 days' vacation/floating, 10 sick days, four (4) day workweeks during Summer, paid holidays (including a week+ break between Christmas and New Year's) - among other things! Please visit https://www.northampton.edu/about/working-at-ncc/employee-benefits/index.html for more details on the full array of benefits.