Registrar
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Key details
- Location
- Honolulu, HI, United States
- Work style
- Onsite
- Job type
- Full-time
- Function
- other
- Focus area
- other
- Posted
- 1w ago
Skills
About the role
CHAMINADE UNIVERSITY OF HONOLULU
MISSION STATEMENT
Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service, and successful careers. Guided by its Catholic, Marianist, and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.
- Position Information
Title: Registrar
Division/Office: Enrollment Management and Student Success
Department: Records
Status: Full-time, 12 -month, Exempt
Classification: EAM III
- Position Summary
The Registrar provides strategic leadership and operational oversight for the University’s academic records, registration, transfer credit, degree audit, academic scheduling, catalog, and degree conferral functions. As the official custodian of student academic records, the Registrar ensures the accuracy, integrity, confidentiality, and appropriate use of these records throughout the student lifecycle.
Reporting to the Vice President for Enrollment Management and Student Success, the Registrar partners with Academic Affairs, academic departments, Admissions, Financial Aid, Student Success, Institutional Research and Information Technology to support effective academic operations and timely student progress toward graduation. The Registrar translates approved academic policies into consistent procedures, reliable system configurations, and clear communications.
The Registrar leads the Records team and the functional administration of student information and related academic systems. This includes improving workflows, supporting system integrations and transitions, strengthening data quality, and reducing administrative barriers to enrollment, retention, and degree completion across undergraduate, graduate, and Flex programs.
- Reports to
Direct Report to Vice President for Enrollment Management and Associate Vice Provost
- Duties and Responsibilities
Leadership and Office Operations
- Hire, lead, supervise, coach and evaluate the Records team, establishing clear responsibilities, service expectations and opportunities for professional development.
- Oversee daily office operations, staffing priorities and resources to ensure accurate, timely and responsive service.
- Develop and maintain documented procedures, cross-training, quality assurance practices and continuity plans for essential functions.
- Establish and monitor measures of service effectiveness, including processing times, accuracy, responsiveness, and resolution of student concerns.
- Represent the Records Office on University committees and initiatives related to academic operations, enrollment and student success.
Academic Records and Registration
- Serve as the official custodian of student academic records and oversee their creation, maintenance, retention, security and authorized release.
- Oversee registration, enrollment changes, grading, academic standing, transcript services, enrollment and degree verification and degree conferral.
- Ensure accurate processing of approved academic exceptions, substitutions, waivers and record corrections, with appropriate documentation and authorization.
- Coordinate registration timelines and communications across programs with different academic calendars, term lengths and start dates.
- Resolve complex records and registration concerns in collaboration with students, faculty, advisors and other University offices.
Transfer Credit, Degree Audit, and Completion
- Lead timely and consistent transfer credit evaluation and posting in accordance with University policy.
- Maintain transfer equivalency records and oversee workflows connecting transfer evaluation tools with the student information system.
- Collaborate with academic departments to resolve course equivalencies, applicability questions and transfer credit exceptions.
- Oversee the accuracy of degree audit requirements, catalog-year assignments and approved substitutions within Stellic and related systems.
- Coordinate graduation reviews, verify completion of degree requirements and authorize degree conferral.
- Partner with Student Success and academic departments to identify and address records, registration and degree audit issues that delay student progress.
Academic Policy, Catalog and Scheduling
- Serve as a primary resource for interpretation and consistent administration of approved academic policies.
- Collaborate with Academic Affairs and faculty governance to assess the operational implications of proposed curriculum and policy changes.
- Oversee implementation of approved courses, programs, prerequisites and degree requirements in university systems.
- Coordinate publication and maintenance of the academic catalog through Coursedog ensuring alignment among approved curriculum, published requirements and degree audits.
- Coordinate development and maintenance of academic calendars and related deadlines.
- Oversee course and classroom scheduling processes in partnership with academic departments and appropriate University offices, supporting accurate schedules and effective use of instructional space.
Student Systems and Process Improvement
- Provide functional leadership for Ellucian Colleague and related Records systems, including Stellic, Coursedog, Transferology, and transcript and verification platforms.
- Partner with Information Technology and vendors on system configuration, integrations, access controls, troubleshooting, upgrades and data reconciliation.
- Establish and coordinate user acceptance testing for changes affecting registration, grading, transfer credit, degree audits, and academic records.
- Improve workflows through appropriate automation, electronic forms, and self-service tools.
- Provide training, documentation, and communication to faculty and staff regarding academic systems, procedures, and changes.
Compliance, Privacy, and Data Integrity
- Lead administration of FERPA requirements within the Registrar’s scope, including annual notifications, records access, consent and disclosure procedures, and faculty and staff education.
- Partner with Information Technology and responsible University offices to ensure access to education records is appropriate to assigned responsibilities and legitimate educational interests.
- Coordinate responses to student records requests and potential privacy concerns with University leadership and legal counsel, as appropriate.
- Maintain records retention and disposition practices consistent with University policy and applicable requirements.
- Support accreditation reviews, audits and regulatory reporting by providing accurate academic records, documented procedures, and evidence of consistent policy implementation.
- Establish data quality controls and regularly reconcile information across connected systems.
Reporting and Institutional Collaboration
- Oversee accurate and timely enrollment and degree reporting to the National Student Clearinghouse and other designated external organizations.
- Collaborate with Institutional Research on census processes, enrollment definitions, official reporting and validation of academic data.
- Partner with Financial Aid, Admissions, Student Success and other offices to resolve discrepancies affecting enrollment status, eligibility, and student service.
- Provide academic records expertise and data to support institutional planning, retention analysis and degree completion initiatives.
- Support academic units related to their work with external accrediting agencies for both new and continuing program development.
- Maintain current knowledge of registrar practices and participate in relevant professional development and professional associations.
- Perform other duties as assigned.
- Disclaimer
This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.
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