Associate Registrar (Project Management)

The University of Oklahoma Health Sciences Campus, located in Oklahoma City, Oklahoma, is one of only four comprehensive academic health centers in the nation with seven professional colleges: Allied Health, Pharmacy, Dentistry, Medicine, Public Health, Nursing, and Graduate. The OU Health Sciences is the leading educator of future health care professionals in the State of Oklahoma. An enrollment of 3600+ Health Sciences program students are located on two campuses (Oklahoma City and Tulsa) as well as six remote locations (Ardmore, Bartlesville, Duncan, Norman, Lawton, and Weatherford). For Spring 2024, the Health Sciences enrollment is comprised of professional (58%), undergraduate (33%), graduate (8%) and non-degree/intercampus (1%) students. The student community is comprised of 100+ different institutions with a hope and a commitment to research, caring, and healing.

As a newly created department within the Health Sciences Senior Vice President and Provost Office, the OU Health Sciences Recruitment & Admissions team will provide support services for prospective and current students, alumni, and University partners. With a committed goal to increase enrollment and ensure the best educational experience for tomorrow's helpers, the OU Health Sciences is an exciting and dynamic place to serve, grow, and share in the University's life changing mission.

This position assists the Registrar in planning, organizing, and implementing procedures, systems, and technologies that enhance the academic records processes. The Associate Registrar manages the broad areas of term activation, course catalog, class scheduling, enrollment processes, degree audits, enrollment verification, and academic transcripts. The position assists the Registrar in planning, organizing, and implementing systems and technologies, alongside campus partners, that not only enhance the academic records processes, but improves the overall undergraduate, graduate and professional student experience.

Duties: 

• Create and seek solutions to increase Health Sciences students' satisfaction and the overall lifecycle of the student experience into alumni status.
• Serve as the primary support to the Registrar as well as share the responsibility for the central academic records and diplomas of students and alumni.
• Coordinate with the Registrar to develop, manage, and evaluate the daily operations, including business processes and workflow management. Participates in the oversight, hiring, training, leading, and evaluation of team members.
• Establish and maintain university partnerships across three campuses ensuring best practices for recruitment and admissions.
• Assist in developing annual goals and objectives for the team and individual team members.
• Responsible for supporting the student information system, PeopleSoft Campus Solutions, to maximize goals and objectives.
• Serves as a Data Steward for student data.
• Provide training and support, alongside Information Technology partners, to all academic colleges regarding PeopleSoft Campus Solutions.
• Oversee the transfer credit support and communication for prospective and incoming students.
• Provide primary administrative oversight of the student information system as it relates to student records.
• Collaborate with the Health Sciences colleges and programs to increase efficiency and experiences with Health Sciences Recruitment & Admissions.
• Responsible for the daily processing, maintenance, and oversight of the records on behalf of the University.
• Assist in preparing, proposing, implementing, and administering academic policies and procedures.
• Participate in the development and implementation of both long-term and short-term strategic plans.
• Prepare internal and external reports as requested, conducting periodic systems audits as well as performing other duties and projects as assigned.
• Assist with the successful implementation of new student information systems, conversion of records, testing and training.
• Attend events and serve as an engaged presenter and panelist to various audiences regarding the Health Sciences recruitment processes and the student experience.
• Perform various duties as needed to successfully fulfill the responsibilities of Health Sciences Recruitment & Admissions.

Required Education: Bachelor's Degree, AND

• 24 months of related experience in leadership and/or management in student records, registration, and/or admissions

Equivalency/Substitution:  Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 72 months related experience. 

Skills:

• Knowledge of student privacy laws
• Strong written/verbal communication skills and organizational skills
• Experience managing complex processes and multitasking
• Ability to travel seasonally and work some weekends during peak periods

Certifications: None

Advertised Physical Requirements:

• Physical:
  • Must be able to sit for extended periods of time doing work on a computer and via the telephone.
  • Ability to engage in repetitive motions.
• Environmental:
  • Standard Office Environment.  
  • Frequent exposure to pressure caused by deadlines and busy periods.
  • May be required to travel.  
  • Ability to work effectively with a wide range of constituencies.  
  • Requires contact with other departments and university officials. 

Departmental Preferences:

• Experience in higher education
• Master's degree in related field
• Knowledge of the University of Oklahoma
• Knowledge of OU Health Sciences

Skills: 

• Ability to speak, read, and write clear, concise English.
• Highly organized and has a keen sense of details when it comes to projects and deadlines.
• Empathetic and strong initiative in leading others
• Willingness to work extended days and weekend hours during peak periods
• Able to communicate well and build rapport quickly with students, faculty and staff
• Strong initiative to solve problems quickly
• Regular local and limited national travel and some evening and weekend responsibilities are required
• Keen sense of customer service and serving others
• Creative ideation and ability to train others
• Knowledge of student privacy laws

Supervision: Assistant Registrar, Senior Admissions Specialist, Transfer Credit Specialist

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.