Registrar

Saint Joseph's College of Maine is seeking a dynamic candidate for the position of REGISTRAR!  This is a full-time administrative position with estimated regular hours of 35 per week; occasional evening and weekend work as required.

POSITION DESCRIPTION: 

• The Registrar is a key leadership role within Academic Affairs, providing supervision and management for all administrative, operational and technical areas of the Registrar’s Office, as well as providing support/oversight for the College’s institutional research efforts for on campus and online programs. 
• The Registrar is responsible for the development, implementation, and management of activities and systems related to academic records for all students, including: academic scheduling; student registration; compliance, supervision and development of the Registrar’s Office staff; and assisting with Commencement activities. 
• The Registrar is responsible for maintaining full compliance with all federal and state regulations, and college-wide policies. 
• The position coordinates closely with the Academic Center of Excellence, Admissions and Financial Aid, Student Accounts, and other administrative staff and faculty. It maintains data integrity within the Campus Cafe Student Information System and uses data to support strategic decision-making and ensure regulatory compliance. 
• The Registrar must balance traditional registrar duties with expertise in data analysis, federal compliance, and emerging academic formats. 

KEY RESPONSIBILITIES:

• Registration and records: Oversee all aspects of student registration, from processing enrollments and changes to managing academic records and degree audits.
• Academic administration: Collaborate with academic departments to develop and publish the academic catalog, academic calendar, course schedules, and registration deadlines. Prepare semester schedules, schedule classrooms throughout the year, and create the final exam schedule.
• Compliance: Stay current with best practices and regulatory compliance for federal and state laws as well as accrediting agencies. Ensure proper reporting to federal, state and other entities. 
• Maintain and ensure the highest standards of accuracy, security, and privacy of student and alumni records, and ensure compliance with the Family Education Rights and Privacy Act (FERPA).
• Ensuring complete accuracy and maintenance of academics by:
  • Consistently monitoring the quality of information (grades, registration, etc.) recorded
  • Implementing consistent standards for data entry
  • Serving as resource for the campus on transfer-related issues, including evaluating transcripts from other colleges and organizations to determine transfer credit awards
  • Overseeing Veteran services for both on-campus and online students and supporting supervisory visits from the ME Bureau of Veterans Services. The Registrar also serves as the Designated School Official (DSO) for international students (SEVIS)
• Commencement: Manage the graduation process, including applications for graduation, the final audit of student records, approval for degree conferral and honors status, and processing of diplomas. Serve on the Commencement Committee.
• Provides strong leadership and professional development to the Registrar’s Office staff
• Data analysis: Collect, analyze, and interpret institutional data on enrollment trends, student success, retention, and outcomes.
• Reporting: Provide crucial data and analysis to assist institutional leadership with strategic decision making.
• Effectiveness Assessment: Provide support for academic program reviews, assessment, and accreditation activities.
• Data Stewardship: Ensure the integrity, security and ethical use of institutional data across the college.
• Reporting: Prepare and submit accurate and timely reports to federal and state agencies, such as the National Student Clearinghouse and IPEDS.

MINIMUM REQUIREMENTS:

• Bachelor’s degree required with a minimum of five years of progressively responsible experience in a college or university Registrar’s Office, or relevant combination of education and experience 
• At least 2 years of experience performing institutional research duties
• Master’s degree preferred
• Experience with the Campus Cafe Student Information System desirable
• Must be a U.S. citizen or legal permanent resident to qualify as a DSO for SEVIS

KNOWLEDGE:  

• Extensive knowledge of state and federal guidelines and compliance and accreditation requirements
• Experience with data management systems and using technology to optimize the effectiveness and efficiency of the Registrar’s Office
• Strong knowledge of computer programs including Google Platform, Microsoft and Web Access
• Expertise in data analysis and reporting, with strong analytical and problem-solving skills
• Knowledge of emerging trends in higher education, including micro-credentials and alternative learning pathways
• Strong communication and interpersonal skills, with the ability to work collaboratively across all levels of the organization and with diverse student populations

About Saint Joseph’s College of Maine

Founded by the Sisters of Mercy in 1912, Saint Joseph’s College is Maine’s only Catholic college. Located on the shores of Sebago Lake in Standish, Maine, the 460-acre campus offers 46 undergraduate programs and a Division III athletic program to approximately 800 on-campus students. In addition to its on-campus offerings, Saint Joseph’s College provides certificates, undergraduate, and advanced degrees to approximately 1,200 working adults residing throughout the United States and in more than 20 other countries through its online learning program. 

Saint Joseph’s College of Maine seeks to attract, retain, and develop personnel who support its mission and are committed to nurturing highly competent and deeply compassionate leaders ready to serve in a vulnerable world. Inspired by the life and vision of Catherine McAuley, it welcomes persons from all backgrounds as part of its community which is guided by the following values:

• to seek and embrace truth and wisdom wherever it may be found;

• to combine faith with reason in the pursuit of academic excellence;

• to commit ourselves to honesty in all relations with each other;

• to welcome the perspectives, cultures, and abilities of all people of good will, especially the disenfranchised;

• to value and respect the contribution of each member of the community;

• to reach out beyond the College’s boundaries to serve the needs of others with compassion and mercy;

• to address instances of injustice that impact people and the earth in solidarity with those we serve and from a position of informed advocacy.

Saint Joseph’s College of Maine is an equal opportunity employer dedicated to providing an inclusive work environment that supports a diverse faculty and staff. We consider all qualified applicants and employees for hiring, placement, and advancement, without regard to a person’s race (including traits associated with race, including hair texture, Afro hairstyles, and protective hairstyles), color, religion, ancestry or national origin, age, genetic information, military status, sex or gender, pregnancy, sexual orientation, gender identity or expression, disabilities, familial status, protected whistleblower activity, previous assertion of workers’ compensation claim, genetic information, protected veteran status, or any other status protected by applicable law. 

Employees wishing to report sex-based discrimination, harassment, or  misconduct should contact the Title IX Office ([email protected], 207-893-6606, 115A Heffernan Center).

In order to be considered for the position, submit an application and resume electronically by clicking on “Apply.”  Be sure to also read and sign the Pre-Employment Statement. Offers are contingent upon successfully passing a background check. Specific questions may be emailed to: [email protected] or call 207-893-7757.