RESPONSIBILITIES OF THE POSITION
Reporting directly to the provost, the university registrar serves as a critical academic affairs leadership team member by coordinating, supervising, managing, and leading all functions and services of the registrar’s office (RO). With the support of the associate and assistant registrars and other RO staff, specific areas of responsibility include, but are not limited to, maintenance, management, and integrity of all student academic records; curriculum management; the creation and maintenance of course schedules; student registration; recording and reporting grades; transcript evaluations; transfers and articulations; university catalogs; degree audit and awarding of degrees; provision of transcripts and diplomas; classroom/instructional space assignment and utilization; degree and enrollment verification; information reporting; compliance with FERPA and other relevant regulations; preparation of required state and federal government and accrediting agency audits and reports; VA certification and related processes; and the establishment and maintenance of processes for the equitable and consistent administration of policies and procedures as they relate to academic record keeping. The university registrar provides strong leadership consistent with the academic goals and mission of the institution and works to foster a student-centered and excellent customer service-oriented approach to operations.
Other essential functions as outlined in the university job description include:
Planning And Policy
- Develop, propose, and implement (upon approval) a multi-year academic calendar.
- Prepare and distribute an enrollment calendar.
- Review, develop, design, and implement procedures and business processes for records, registration, and scheduling to increase department efficiency and effectiveness.
- Interpret and administer academic policies. Propose new policies or modifications to existing policies as warranted. Implement new policies.
RO-Related Information Technology/Systems
- Oversee and maintain the integrity of the student data in Ellucian Colleague and work jointly with the office of information technology (OIT) in adopting, implementing, and upgrading systems and processes.
- In conjunction with the assistant registrar/systems, oversee the testing, enhancements, and maintenance of the student module of Ellucian Colleague and third-party applications that receive/send data to Colleague, such as Ad-Astra and the National Student Clearinghouse.
- Develop, test, and implement electronic forms in conjunction with OIT and assistant registrars.
- Provide training and guidance to faculty and staff on student information system (SIS) functionality.
- Ensure all student education records are maintained accurately and securely.
- Interpret and ensure compliance with recordkeeping standards, university policies and procedures, standards established by AACRAO, federal regulations, and accreditation rules.
- Serve as FERPA compliance officer and ensure registrar’s office and university policies are in compliance with FERPA.
- Oversee the provision of training on FERPA across all departments of the university.
- Serve as the primary resource for the institution in questions regarding compliance with FERPA.
- Develop and implement a new and sustainable process for scheduling informed by best practices and aligned with the university’s organizational structure and resources.
- Establish an efficient, effective, and timely registration process for all students.
- Supervise the scheduling coordinator and ensure the course schedule meets the needs of students and faculty each term.
- Direct classroom/instructional space assignment and utilization, and make recommendations as warranted.
- Play a shared leadership role on the student registration and retention operations team, working closely with colleagues from multiple units including student success, admissions, financial aid, student accounts, student affairs, athletics, and faculty.
- In collaboration with the OIT, lead the rollout and implementation of relevant software platforms.
- Serve as a member of the faculty council’s standing committee on academic affairs, advising on academic policy and facilitating the implementation of approved curricular changes.
- In collaboration with OIT and the assistant registrar, lead the development and implementation of an electronic workflow for curricular forms and pursue integration with catalog software.
- Assign new course numbers and update course information as needed.
- Working with the associate registrars, ensure the catalogs, degree audits, and course sequence grids are aligned.
- Oversee the collection, processing, and reporting of student grades. Monitor compliance and report as necessary.
- Ensure execution of RO processes related to student academic standing and status, including, but not limited to, identification and notification of students on probation and suspension.
- Confirm the entry of required information in students’ records to reflect their academic status.
- Process reinstatements.
- Ensure the maintenance and accuracy of students’ academic transcripts and timely response to requests for processing transcripts.
- Ensure completion of the dean’s list process each semester.
- Collaborate with the vice provost for outreach and relevant admissions staff to ensure Stevenson remains a transfer-friendly institution in alignment with state expectations.
- Serve on the commencement planning committee.
- Participate in all commencement ceremonies.
- Establish the timeline and workflow to enable the timely publication of the University Catalog.
- Ensure the preparation and submission of all required reports including, but not limited to, the I-6 report (MHEC), the annual federal financial aid audit, and the National Student Clearinghouse reporting.
- Develop reports and analyze data as warranted or requested.
- Plan, develop, and manage the registrar’s office budget in accordance with university procedures and guidelines.
QUALIFICATIONS AND CHARACTERISTICS
Successful candidates will possess a master’s degree plus seven years of progressively responsible experience in a university registrar’s office or an equivalent combination of education and experience. Supervisory and leadership experience are preferred.
These knowledge, skills, and abilities are also preferred in this role:
- A strong record demonstrating the ability to lead, manage, develop, and assess people, programs, projects, and initiatives in a university registrar’s office.
- A demonstrated pattern of sound judgment, tact, and discretion in handling sensitive and confidential information.
- Ability to complete complex projects and make forward progress on strategic initiatives.
- Ability to use data to support curricular planning and implementation, institutional improvement, and the development and implementation of strategic initiatives.
- Proficient in using a student information system (Ellucian Colleague preferred) and learning management system (Blackboard preferred).
- Ability to manage software system implementations, integrations, and migrations.
- Highly organized with a critical focus on detail, accuracy, and efficient workflow.
- Ability to handle confidential and sensitive information appropriately and to maintain strict confidentiality.
- Ability to learn and understand academic programs, degree requirements, and academic policies in a university setting.
- Expertise in interpreting and enforcing relevant university, state, and federal regulations.
- Excellent interpersonal and cultural competency skills, commitment to modeling inclusive behavior and promoting a culture of belonging, and demonstrated ability to communicate and work collaboratively and effectively with a wide range of constituencies in a diverse community.
- Excellent written and verbal communication skills.
- Excellent technical, analytical, reasoning, and problem-solving skills.
- Strong organizational skills that reflect the ability to effectively prioritize and perform multiple tasks under pressure with excellent attention to detail and deadlines.
- Effective fiscal planning and budgeting skills, and demonstrated ability to manage and steward human and fiscal resources.
- Ability to balance multiple responsibilities, work effectively under pressure, set priorities, meet deadlines, and maintain accuracy and attention to detail.
- Sound professional judgment, flexibility, willingness to learn and implement new technologies, and the highest standards of professional ethics and integrity.
- Proficient in Microsoft Office applications, including Excel, PowerPoint, Teams, and Word.
Additional capabilities and attributes identified as important by Stevenson stakeholders include the following:
- A communication style that builds trust and collaboration with faculty, staff, and students.
- Approachable, visible, and engaged in all facets of enrollment management.
- Ability to articulate a sophisticated understanding of current trends and best practices and the key issues facing a registrar’s office functions.
- A visionary who can translate strategy into operational goals.
- Strong collaborator—able to work with faculty, staff, students, administration, and partners in the higher education community.
- The ability to be flexible and pivot when needed to serve students better.
- Advance forward-thinking and innovative ideas to keep the institution at the forefront of trends and best practices.
- Possess a commitment to professional growth and development for the department staff members.
- Skill at developing equitable policies and processes.
HISTORY OF THE POSITION
The position has been vacant since November 2022. The most recent registrar had been with the institution for one year. The prior registrar had served in the role for 25 years.
OPPORTUNITIES AND CHALLENGES OF THE ROLE
The university registrar will be charged with being the expert for the campus on best practices, trends, and technology in this critical role. Other opportunities, priorities, and challenges of the position include the following:
Change Management and Problem-Solving Skills. The registrar will be courageous in advancing new ideas, thinking outside the box, and pushing the unit to address challenges with creativity, systems, and futuristic thinking.
Student-Centered. The registrar will respect, understand, and embrace the diversity of Stevenson students, and will bring a student-centered approach to the position.
Technology Review and Potential Upgrades. The registrar will need knowledge of technology and systems to review for greater efficiency and effectiveness. Areas that will benefit from this review include scheduling and catalog production.
Amplify and Build upon the Work of the Office. The registrar will be able to assess current practices and build upon them with expanded collaborations, programs, and relationships.
Staff Training and Professional Development. Staff professional development will be critical as they continue to improve practice, policy, and partnerships to serve students better.
Collaborations with academic partners. The registrar must demonstrate a leadership style that is credible and collegial while being highly effective. It will require relationship building within the individual offices with faculty and staff. It will be essential to highlight the value of these collaborations for serving students.
Service to Online Students. The registrar will need to support the growing online programs at Stevenson for students and understand the unique needs of online learners.
Location. Maryland is noted for four true seasons and is close to mountains, the seafront, and the offerings of major urban areas. The location will be desirable for many candidates since it offers proximity to both urban and suburban housing options. There are good opportunities for job relocation for candidates with partners and many strong local school offerings for those candidates with school-aged children.
Team Building Within the Unit. It will be necessary for the successful candidate to strengthen a team comprised of long-time loyal staff and newcomers to the university.
MEASURES OF SUCCESS
At an appropriate interval after joining Stevenson University, the following will initially define success for the university registrar:
- The university registrar has demonstrated that they are a valuable thought leader, joining institutional leaders in advancing practices and priorities on behalf of the institution.
- The university registrar has established significant relationships with campus leadership, faculty, staff, and community members and has seen greater effectiveness of services and practices provided by the office.
- The office has increased marketing to the campus community and enhanced communication and awareness about the services provided.
- Students are better informed about the functions and processes of the office.
- The university registrar has completed a baseline assessment to develop a strategic plan and goals for the office.
- The university registrar has cultivated an atmosphere conducive to rethinking policy, practice, and services that fall under the purview of the office.
OVERVIEW OF THE REGISTRAR
The registrar manages many administrative processes related to academics at Stevenson University.
Office of the registrar homepage
Office of the registrar organizational chart
Stevenson University celebrates its 75th anniversary in 2022-2023. Founded in 1947 as Villa Julie College, the college changed its name to Stevenson University in 2008 to reflect its growing size and mission. The university now enrolls more than 2,700 traditional undergraduates annually at its campus in Owings Mills, Maryland; 1,000 online graduate and professional students through Stevenson University Online; and doctoral students in the Doctor of Psychology (PsyD) program.
Since its founding, Stevenson has been driven by an educational mission that “meets students where they are” to get them where they want to be in their lives by fostering a close-knit, supportive community centered on student success; creating career connections that foster students’ professional success through curricular and co-curricular experiences, internships, mentoring, and networking; and providing a breadth of exceptional experiences in and out of the classroom through which students can grow intellectually, socially, creatively, and professionally.
Stevenson has seven schools: the Howard S. Brown School of Business and Leadership, the School of Design, the School of Education, the Sandra R. Berman School of Nursing and Health Professions, the School of Humanities and Social Sciences, the Beverly K. Fine School of the Sciences, and Stevenson University Online, which offers online master’s and bachelor’s programs. Undergraduate students can select from more than 30 undergraduate degree programs and can pair their majors with one of 35 discipline and professionally focused minors, or pursue a bachelor’s-to-master’s degree through its 4 + 1 program. Pre-professional tracks include dentistry, law, medicine, physical therapy, pharmacy, and veterinary science. In 2021, Stevenson launched its first doctoral program, a Doctor of Psychology (PsyD) in clinical psychology, and welcomed its second cohort of PsyD students in the fall of 2022.
The service, leadership, and honors programs at Stevenson offer undergraduate students special curricular and co-curricular experiences whereby students work with similarly motivated peers and faculty mentors to develop service projects and spark community change, grow their leadership skills, or pursue intensive research and scholarship of their choosing.
Stevenson’s campus is located in Owings Mills, Maryland. The south campus is home to 1,700 resident students, the Brown School of Business and Leadership, the School of Humanities & Social Sciences, a library, and a modern sports complex that includes a 35,000-square-foot gymnasium and 3,000-seat Mustang Stadium. The university recently opened its new student activities commons to support student social life, wellness, and club sports. The commons serves as a student club and activities hub with a fitness center and Stevenson’s eSports team’s e-gaming arena. Stevenson’s north campus is home to the university’s School of Design, School of Education, Beverly K. Fine School of the Sciences, and the Sandra R. Berman School of Nursing and Health Professions. The university’s footprint expanded in fall 2022 with the opening of the east campus, adding 117 acres of sports and recreational facilities. Construction is underway on the university’s new 42,000-square-foot Philip Zaffere Library to open in fall 2023.
The university’s Arts Alive! programming supports a vibrant cultural life, which fosters students’ knowledge and appreciation of the arts. The annual Arts Alive! schedule includes exhibitions, talks, concerts, theatre performances, hands-on arts workshops, and participatory events. Stevenson also hosts the annual Baltimore Speakers Series, which brings world political, cultural, business, and knowledge leaders to the greater Baltimore community and the campus.
With 29 athletic teams–including football; acrobatics & tumbling; field hockey; men’s and women’s lacrosse, ice hockey, basketball, soccer, volleyball, track & field, cross country, and tennis; and the newly launched men’s beach volleyball program–Stevenson is known as a national leader in NCAA Division Ill sports, with numerous conference championships and appearances in national championships, including earning national titles in men’s lacrosse, cross country, and women’s beach volleyball.
THE STUDENT BODY
2,647 traditional undergraduate students
836 online adult master’s and bachelor’s students
44 states (including Maryland) and 19 countries are represented by our student population
Stevenson University commits itself to diversity as it relates to awareness, education, respect, and practice at every level of the organization. The university embraces people of all backgrounds, defined by, but not limited to, ethnicity, culture, race, gender, class, religion, nationality, sexual orientation, gender identity or expression, age, physical ability, learning differences, and political perspectives. The university believes its core values are strengthened when all of its members have voice and representation. The resulting inclusive organizational climate promotes the development of broad-minded members of the university who positively influence their local and global communities.
Elliot Hirshman, President
Stevenson welcomed its seventh president, Elliot Hirshman, PhD, on July 3, 2017. Dr. Hirshman has more than 30 years of experience in higher education, and he previously served as president of San Diego State University (SDSU) before becoming president of Stevenson University. Prior to Dr. Hirshman’s appointment at SDSU, he served as provost and senior vice president for academic affairs at the University of Maryland, Baltimore County (UMBC). He also served as chief research officer at George Washington University and chaired the department of psychology there and at the University of Colorado at Denver. He began his academic career, rising to the rank of full professor, at the University of North Carolina at Chapel Hill.
Susan Gorman, Executive Vice President for Academic Affairs/Provost
Appointed in 2016, Susan Thompson Gorman, PhD, serves as executive vice president for academic affairs and provost. Dr. Gorman previously served as Stevenson’s senior associate vice president for academic affairs and was the founding dean of its school of the sciences. In her position, she serves as a member of the president’s cabinet while providing academic leadership for the deans of Stevenson’s seven schools, supporting the professional growth and development of faculty, participating in shared governance, and supporting student learning through academic services.
A graduate of Kenyon College in Ohio, Dr. Gorman holds a PhD in physiology from Johns Hopkins University and completed a post-doctoral fellowship at the Johns Hopkins School of Medicine. Dr. Gorman joined Villa Julie College in 1991, developing new courses, a senior capstone program, and the institution’s first pre-medical curriculum. As an academic administrator, Dr. Gorman has held three positions, and her responsibilities have increased as the institution’s organizational structure has grown to meet evolving needs. She was appointed to serve as the founding director for the science and mathematics division in 2001. In 2009, she was selected as the founding dean for the school of the sciences and, in 2014, was appointed as the senior associate vice president for academic affairs.
Dr. Gorman’s accomplishments include establishing and managing new academic programs; leading curricular reform; and building a research community for students and faculty. Her background includes extensive experience in academic assessment, retention strategy, community outreach, and building partnerships to further Stevenson’s STEM goals. Dr. Gorman has secured grants that launched initiatives such as the creation of the university’s office of sponsored programs and research, established Stevenson’s affiliation with the national Project Lead the Way program and supported the State’s Academy of Health Professions curriculum. In 2014, she was named a Distinguished Woman Honoree by the Girl Scouts of Central Maryland.
Stevenson University offers comprehensive health and welfare benefits, including medical, dental, life, and disability, for all full-time employees. Detailed information and summary plan descriptions are available here.
Review of applications will begin on April 7, 2023, and continue until the position is filled. The anticipated start date is June/July 2023. A resume with an accompanying cover letter may be submitted via the Spelman Johnson website at www.spelmanjohnson.com/open-positions. Nominations for this position may be emailed to Laura Puckett-Boler at firstname.lastname@example.org. Applicants needing reasonable accommodation to participate in the application process should contact Spelman Johnson at 413-529-2895 or email email@example.com
Maryland is a state that does not require public salary disclosure. For salary information, please get in touch with Laura Puckett-Boler.
Visit the Stevenson University website at https://www.stevenson.edu.
Stevenson University is an equal opportunity employer (EEO). In accordance with anti-discrimination laws, it is the purpose of this policy to effectuate these principles and mandates. Stevenson University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, gender identity or expression, genetic information, sex orientation, national origin, age, disability status, protected veteran status, or any other characteristics protected by law. Stevenson University conforms to the spirit as well as to the letter of all applicable laws and regulations. Our policy is to hold all employees, beginning with managers, accountable for keeping our workplace free from discrimination and ensuring that we provide equal employment opportunity for all in our workforce and for those seeking to enter our workforce. Improper interference with the ability of Stevenson University’s employees to perform their job duties may result in disciplinary action up to and including termination of employment.
The University will not discriminate against any individual with a physical or mental disability, provided the individual is able to perform the essential functions of the position with or without a reasonable accommodation. Decisions in these and other areas are job-related and are based on individual merit, skill, ability to perform the job, length of service, satisfactory attendance, conduct, productivity, and quality of work.