Portland Community College | Portland, Oregon

Director of Registration & Records/Registrar

Class: Management | Exempt status: Exempt | Grade: M

Under direction of Management, the Director of Registration and Records/Registrar is responsible for oversight and leadership of College registration and student records management, including planning, organizing, administering, and managing registration and student records processes. The position advises and enforces policies related to College registration and student records. The incumbent oversees processes to ensure the integrity of student academic records and the accuracy of the academic degrees and certificates conferred by the College. The incumbent responds to inquiries from students, College departments, educational institutions, the community, and/or external agencies on complex policies or issues and supervises Student Affairs staff.

Typical Duties and Responsibilities

1. Provides operational leadership and accountability for the Registrar’s Office and the preparation and maintenance of a variety of student records, including attendance, permanent records, grades, and/or other applicable records, ensuring alignment with the College’s mission, values, goals, and objectives, as well as all local, state, and federal laws and regulations.
2. Serves as College’s chief FERPA Officer, guiding interpretation and application; ensures compliance and currency through updates and training of staff; interprets and applies federal and state mandated guidelines for registration and records processes.
3. Oversees transcript evaluation processes including certificate and degree applications and prior credit determination; recommends course transfer and substitutions for College course requirements and coordinating articulation with other schools. Manages the process of GPA adjustments (e.g., for approved grade changes) on College transcripts and graduation data entry into the permanent student records.
4. Oversees formal evaluation of student eligibility for graduation and issue of PCC official transcripts and diplomas. Supervises the coordination, evaluation, and certification of all graduation applications, including processes to auto-award degrees/certificates and reverse transfer awards. Identifies new strategies and recommendations for increasing student degree/certificate completion and overall retention.
5. Oversees commencement activities, including the maintenance of graduation files, the preparation of graduation lists, degree mailings, budget, and the coordination of commencement ceremonies.
6. Liaises and collaborates with all teams in the Enrollment Strategy & Services division to ensure that processes, timelines, and programs are adequately prepared and publicized for each term and academic year and are in compliance with state and federal regulations.
7. Maintains and publicizes the process by which students can file appeals related to their grades or academic records. Adjudicates grade and academic record appeals according to established policy, and coordinates with other offices that manage student
   complaints and appeals processes. Works collaboratively with instructional deans, program advisers, and other applicable internal departments to ensure quality advising for students with declared majors and for students with undeclared majors.
8. Serves as a liaison to applicable external agencies, internal departments, and applicable educational institutions representing the College with respect to registrar and student records management processes and procedures; represents the College through PACRAO and OrACRAO, AACRAO, NACADA, NASPA, and other organizations as appropriate.
9. Directs the development and delivery of training and support regarding transfer credit, credit for prior learning, student privacy, and graduation policy and process to academic advisors, faculty department chairs, and staff.
10. Stays current on related regulatory changes to ensure that the College has systems and procedures in place to maintain compliance, as required. Evaluates and communicates the impact of potential legal or regulatory changes on the College.
11. Analyzes, reviews, and oversees the preparation and dissemination of a variety of reports for the College for use and access by students and/or external agencies and institutions. Oversees applicable internal and external audits.
12. Creates and maintains collaborative and productive partnerships across Academic Affairs, Student Affairs, administrative systems and services, and shared governance bodies in order to integrate institutional effectiveness and planning efforts and holistic student support. Participates in College-wide strategic initiative execution (e.g., Strategic Plan, Guided Pathways, Equity & Inclusion Plan, Pathways to Opportunity).
13. Develops, oversees, analyzes, and makes budget decisions in alignment with College strategic plan, values and priorities. Forecasts funds needed for staffing, equipment, materials, and supplies for the department. Approves expenditures. Implements budgetary adjustments as appropriate and allocates resources following budget approval.
14. Supervises academic professionals, classified and/or technical/support staff. May supervise faculty. Reinforces staff’s development of PCC’s leadership competencies. Evaluates, supports, and provides guidance on professional development plans and goals for staff in accordance with practices, policies, and collective bargaining agreements. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
15. Supports, implements and promotes advancement of the district’s equity goals and assists in the hiring of a staff that reflects the diversity of the district. Participates in and supports activities that enhance equity-minded recruiting, hiring, and employee retention practices.
16. Performs other related duties as assigned.

Work Environment

Work environment includes frequent disruptions and changes in priorities. Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. Working hours may vary and some evening or weekend work is required. Frequent travel to other locations is required and possession of a current driver license. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

Minimum Qualifications

Master’s degree in Student Affairs, Student Personnel Administration, Student Affairs, Education, Public Administration or other related field. Five (5) years of progressively responsible, professional level experience in higher education, in registration or student services, including two (2) years of supervisory experience.

OR Bachelor’s degree in Student Affairs, Student Personnel Administration, Education, Public Administration or related field AND seven (7) years of progressively responsible, professional level experience in higher education, in registration or student services, including two (2) years of supervisory experience.

OR Bachelor’s degree in any field AND nine (9) years of progressively responsible, professional level experience in higher education, in registration or student services, including two (2) years of supervisory experience.

OR eleven (11) years of progressively responsible, professional level experience in higher education, in registration or student services, including two (2) years of supervisory experience.

Knowledge, Skills, and Abilities

Knowledge of:

• Program development, budgeting, and project management;
• Academic programs and requirements;
• Admissions principles and college policies and regulations;
• Administration of student services and resources at post-secondary institutions;
• Principles and practices in registration, records maintenance and higher education;
• Applicable local, state and federal laws, codes, rules, and regulations.

Skills in:

• Directing and providing leadership to staff;
• Planning, implementing, improving, and evaluating programs, policies, procedures, and workflow;
• Evaluating registration and student records practices for compliance with applicable regulations;
• Analyzing and interpreting data;
• Preparing a variety of reports related to departmental activities, including statistical analysis;
• Managing change and sensitive topics;
• Speaking in public;
• Working with diverse academic, cultural and ethnic backgrounds of community college students, staff and partners.

Ability to:

• Effectively present complex policy and practice information to multiple audiences via oral and written media;
• Manage healthy conflict to resolve issues in alignment with College mission and goals;
• Apply independent judgment to interpretation and application of rules, regulations, policies, and procedures.

Revised: 1/2018, 5/2021
New: 3/2016

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.