Associate Registrar (Exempt)

POSITION: Associate Registrar (Exempt)

H SU JOB FAMILY CLASSIFICATION: Student Services Specialist II

D EPARTMENT: Registrar's Office

S UPERVISOR TITLE: Registrar

F LSA STATUS: Exempt

E XEMPTION: Administrative Exemption

L OCATION: HSU Campus, Abilene, Texas

TARGET HIRE DATE: August 2026

HSU CHRISTIAN STANDARD REQUIREMENT FOR EMPLOYMENT – Candidate must profess a Christian Faith, maintain membership in a local congregation, and respect the values and distinctives central to the historically Baptist values of HSU as reflected in the University’s Statement of Faith.

CONTACT INFORMATION: Human Resources 325-670-1259 or careers@hsutx.edu

SUMMARY/SCOPE

Under the direction of the Registrar, the Associate Registrar is primarily responsible for services and records of students enrolled in special programs, advising students seeking the bachelor's degree in General Studies, management and oversight of transfer articulation, and to assist students in other special student categories, including early admission, dual credit, post-graduate and graduate programs. The Associate Registrar is responsible for assisting the institution with compliance to regulations, primarily with reporting to NSC, VA, SACSCOC, NCAA, DoD MOU, etc., and for student services in alignment with the core values of service, integrity and accuracy of student records and reporting.

HSU JOB FAMILY CLASSIFICATION INCLUDES THE FOLLOWING

ESSENTIAL DUTIES AND RESPONSIBILITIES: These examples do not include all possible tasks & do not limit the assignment of related tasks.

Serve as primary advisor for students seeking the General Studies major, including the coordination of concentration areas and individualized degree plans in Colleague.

Assist short-term transient students with enrollment and registration.

Manage the enrollment of dual-credit students.

Manage Acadeum course share including enrollment, approval of courses, website, reporting, identification of course needs, etc.

Assist graduate and post-graduate students with enrollment and registration.

Responsible for transfer credit articulation including management and oversight of transfer articulation platforms, updating transfer databases, and transfer articulation inquiries.

Responsible for administration of Papervision scanning system for storage of all records, including training and support of scanning, verifying, and security access.

Monitor student enrollment and reporting (overload, verification, etc.).

Monitor data integrity to ensure integrity and accuracy of academic records.

Assist with census and end of term processing including update of student records and the production of academic standing letters and term honors cards.

Assist Registrar with academic eligibility of student athletes.

Assist Registrar with reports, system set-up and processes.

Supervise and manage student workers, including training, schedule coordination, and timecard approval.

Compliance reporting (NSC, VA, SACSCOC, NCAA, DoD MOU, etc.).

Stay informed of changing federal, state, and institutional regulations; ensure institutional policies and procedures are updated on a regular and consistent basis and support training as needed for compliance.

Crosstrain in various duties to assure seamless service delivery.

Perform other duties and projects as assigned.

SUPERVISORY RESPONSIBILITIES

No supervisor responsibilities, except for supervision of student workers.

COMPETENCIES: This is your opportunity to demonstrate how your education and/or experience in your current or previous job relates to each function of this position.

Interview decisions are partially based on this information.

On a separate sheet of paper, write a paragraph for each competency listed below describing your background and qualifications in each area.

To perform the job successfully, an individual should demonstrate the following competencies.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills):

LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS: To perform this job successfully, an individual must have knowledge of MS Word Processing Software, Excel Spreadsheets, Internet.

Experience with Colleague IS Systems and Records and Informer Reports is preferred.

EDUCATION/EXPERIENCE

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

Must have the ability to work independently with focus as demonstrated with previous work experience.

Must have the ability to communicate and write well. *Competencies will be considered as the applicants writing sample and those selected for an interview will have the opportunity to validate effective communication during the interview process.

Must be service oriented as demonstrated with previous work experience.

Must have the ability to take initiative and be dependable as per prior work experience, references, etc.

The person filling this position is expected to be familiar with all aspects of the work of the Registrar’s Office to gain an understanding of the interconnectedness of the work and best practices in records management and reporting. Of particular emphasis is knowledge of federal rules governing student academic records (FERPA). Membership and participation in state, regional, and national organizations is encouraged (TACRAO, SACRAO, AACRAO). Therefore, preference will be given to someone who has prior knowledge of FERPA, institutional policies, federal, state and compliance regulations.

CERTIFICATES, LICENSES, REGISTRATIONS

None are required for this position at this time.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

The job is sedentary in nature. Must be able to sit for extended periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

ADDITIONAL INFORMATION

This position is a full-time, exempt level staff position.

A minimum of a 40-hour work week is expected. Irregular hours, occasional evening and weekend work and/or assignments beyond a 40-hour week may be required during peak season during graduation or registration and/or to meet project deadlines.

Infrequent travel may be required on occasion in order to attend training workshops.

Must have and maintain a valid Class C Driver’s License and maintain a clear driving record to be insurable under the university liability policy.

Must be able to drive to complete work assignments on and off campus, as needed.

Additional travel may be required on occasion for training and/or workshops.

EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the HSU Benefits Summary on the HSU website.

NON-DISCRIMINATION STATEMENT

HSU complies with all applicable anti-discrimination laws including those prohibiting discrimination on the basis of age, sex, pregnancy, race, color, national origin, disability, genetic information and military service. HSU is a private university affiliated with the Baptist General Convention of Texas and may lawfully consider an applicant’s religion as a selection criterion. HSU is committed to hiring faculty and staff who share an active Christian faith and fully support HSU’s mission.

In accordance with the Americans with Disabilities Act (ADA), HSU provides reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, except when the accommodation would impose an undue hardship. Requests for reasonable accommodation should be directed to Human Resources.

BACKGROUND SCREEN

HSU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law. HSU is committed to maintaining a safe and secure campus environment and protecting the university’s financial and physical assets. Therefore, Hardin-Simmons University conducts background checks. Depending on the position, applicants may also be required to consent to a credit check as part of the background check process. As a non-profit institution of higher education committed to Christian faith and values, the University exercises its rights under state and federal law to use religion as a factor in making employment decisions.