Job Posting Title:

Deputy University Registrar

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Hiring Department:

Office of the Registrar

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Dec 05, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The mission of the Office of the Registrar at the University of Texas at Austin is to create, maintain, certify, and protect University records of courses, degrees, and students.  

The Office of the Registrar strives to:

recognize the importance of each person we serve,

hold the trust and confidence of students, faculty, and staff for our quality of work, collaborative solutions, and administrative foresight,

care for our employees by promoting a friendly and stimulating office environment with opportunities for professional development, and

earn national respect for excellence in academic services and our use of technology to benefit our campus and the higher education community.

The Office of the Registrar emphasizes:

accuracy, to maintain exceptional quality in our records and processes;

integrity, to demand responsibility, confidentiality, and honesty in our work;

customer service, to help people in a timely and caring way;

communication, to share expertise and listen to our clients and each other; and

teamwork, to foster a collaborative work environment and coordinate the intricacies of our collective mission.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

The Deputy University Registrar provides critical support for the Office of the Registrar, playing a key leadership role in overseeing compliance-related operations within the Office. This position supervises key compliance areas, including, but not limited to - athletic eligibility certification and state residency determination, while leading broader office initiatives to ensure operational efficiency and effectiveness.

As a senior and strategic member of the leadership team, the Deputy University Registrar ensures that the office's operations and reporting processes comply with university, state, and federal regulations by coordinating and facilitating with fellow members of the leadership team in planning and oversight of their core functions. This position develops plans and tools and coordinates training related to compliance activities. The position has broad office responsibility to work collaboratively with all members of the leadership team to ensure appropriate risk mitigation plans are in-place across all core functions of the Registrar’s Office. In addition, the Deputy University Registrar promotes student success and supports excellence in academics, and helps continuously improve our systems, processes, and services for the University community. 

Responsibilities

Leadership – This position assists the University Registrar with strategic direction and management oversight for multiple areas of the Registrar’s Office to align operations with institutional goals and compliance standards.

Serve as a key member of the Registrar’s Office leadership team, actively contributing to promote productivity, collaboration, and coordination within and between all sections of the Office;

Assists the University Registrar and senior office leadership in overall management of office including compliance, goal setting, policy making, action planning and problem solving, business continuity and risk management, and improving organizational effectiveness;

Collaborate with the Registrar’s Office leadership team, IT partners, and campus community to implement policies, procedures, and operational improvements that comply with federal, state, and institutional policies;

Serve as a mentor and leader in fostering a culture within the Registrar’s Office of continuous learning and development, encouraging career growth through ongoing staff training and evaluation;

Serve on a variety of academic committees and task forces as a representative of the Registrar’s Office and as requested on behalf of the University Registrar;

Supervise team of Assistant Registrars and support staff for multiple sections of the office. Manage caseload distribution and work assignments.

Compliance, Data, and Risk Management – This position focuses on ensuring Registrar’s Office key compliance core functions meet regulatory requirements and risk management practices. 

Direct supervisory responsibility for critical compliance areas of the Registrar’s Office including (but not limited to) athletic eligibility certification and state residency determination;

Develop office-wide tools to assist leadership team in identifying risk, determining appropriate mitigation techniques, and testing controls;

Lead department's disaster recovery and business resumption planning, testing, and implementation;

Proactively educate staff on compliance regulations;

Provide guidance, direction, and analysis for the dependencies between business processes, information systems, and data as they relate to compliance;

Serve as primary contact for data requests;

Prepare and analyze data, produce statistics, metrics, and reports;

Serve as a liaison to auditors and government agencies.

Process Improvement and Implementation – This position will work broadly across the Registrar’s Office to enhance efficiency and continuity through the adoption of streamlined processes and the implementation of innovative technologies.

Work with the University Registrar and office leadership to evaluate, streamline, and automate administrative service, reporting functions, and the implementation of and modifications to enrollment procedures and academic and records policies;

Facilitate and lead key policy initiatives;

Lead and oversee projects;

Work collaboratively with Registrar leadership team to ensure business processes are documented to support business continuity;

Lead the development and implementation of new technology, operating procedures and policies pertaining to the office's technologies with an emphasis on maintaining and ensuring operation continuity and security;

Works with Office of the Registrar functional and business team members, IT and other key stakeholders, implement, and maintain solutions that enhance the Longhorn learning experience; 

Advise faculty, students and staff on academic policies and procedures.

Required Qualifications

Bachelor's degree and 7+ years of progressively responsible experience in a Registrar's Office, including management/supervisory experience.

Strong demonstrated experience, responsibility, and oversight of federal and state regulations related to compliance-related activities such as athletic eligibility certification, state residency determination, Veteran certification, and federal enrollment reporting to the National Student Clearinghouse.

Significant experience interpreting federal and state regulations and implementing successful programs and processes to ensure compliance.

Experience identifying compliance risks and implementing policies or processes to mitigate risks associated with the Office of the Registrar.

Demonstrated commitment to providing high-quality customer service and ability to inspire trust of others.

Demonstrated ability to communicate effectively; establish, motivate, and lead effective teams; manage conflict and change.

Proven expertise in the ability to think critically and creatively, act with strategic agility, deal with ambiguity, evaluate and resolve problems, and formulate strategies to deliver results on long- and short-term goals.  

Ability to recognize challenges, problem solve, and introduce innovative solutions.

Proven ability to implement policies and manage operations in a large, complex environment.

Excellent oral and written communication skills to interact with faculty, students, administrators, and external stakeholders.

Demonstrated success in hiring, developing, supervising, and evaluating staff.

Preferred Qualifications

A master's degree and prior experience as an associate registrar (or equivalent) in a central registrar's office in a large, public college/university OR an equivalent combination of education, training, and experience.

Prior experience working with accrediting agencies, governmental agencies, auditors, and program reviewers.

Demonstrated project management experience.

Experience leading and developing managerial staff.

Salary Range

$120,000+ depending on qualifications

Working Conditions

Work performed in a standard office environment

Repetitive use of keyboard at a workstation

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.