University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Job Profile Title

Director B

Job Description Summary

Reporting to the University Registrar, the Associate University Registrar provides strategic and tactical leadership and oversight for department operations and short-/long-term projects in the areas of student records, academic services, veterans benefits, and enrollment certification/reporting. Relying on an advanced understanding of OUR systems, and extensive knowledge of University policies and procedures, the Associate University Registrar plays a critical role in the management of student data and system support for student enrollment and academic services;, and communication with University stakeholders, including students, families, staff and faculty on matters related to the OUR..

The Associate University Registrar directly supervises the Academic Services team, having responsibility for all processes related to posting of degrees, external credits such as study abroad, AP and transfer credits; all historic and current transcripts; and leaves of absence, withdrawals, and student records updates, with special attention to data integrity/accuracy, compliance, policies and procedures, and excellent customer service. The Associate University Registrar regularly communicates and partners with various University departments, committees, student groups, faculty, and vendors to achieve Registrar, SRFS, and University goals related to student records/services. The Associate University Registrar works closely with the systems and analytics team in the OUR to ensure timely, accurate, and compliant reporting of enrollment statuses to the National Student Clearinghouse, and is responsible for related error resolution. The role will proactively advise senior leadership of any issues and risks that impact the University. They will develop, implement and maintain University wide policies and practices to be used across various stakeholders, with a focus on accurate data management, University process consistency and customer service delivery across the entire University.

The Associate Registrar is expected to operate with a high degree of autonomy and integrity, to communicate confidential matters with tact and discretion, and to engage diplomatically in a complex environment characterized by substantial change.

Job Description

Short & Long Term Projects:

• Provides strategic and tactical leadership and oversight for department operations and short-/long-term projects in the areas of student records, academic services, veterans benefits, and enrollment certification/reporting: With direct authority over project goals, timeline, and budget, plan and implement the imaging of all historic transcripts currently stored on microfiche.  Gather, document, and define common definitions of enrollment load across the university for federal reporting requirements.   Develop and evaluate options, and create and implement strategies to  support the development of common workflow for all academic areas across the University by gathering workflow needs  and articulating them to the technical team in the OUR developing the tool. With the Associate Registrar for NGSS, partner with peers and School Registrars across the University to test the NSC reporting functions in Banner; report findings to the technical team, and make recommendation for their incorporation into the configuration of the reporting functions

Ongoing Process Improvement:

• Drawing on advanced functional understanding of OUR systems, and extensive knowledge of University policies and procedures, develop,  manage, and direct the implementation of best practices for the management of student data and system support for students and staff regarding student enrollment and academic services. Ensure compliance with University and federal policies and regulations by developing standards, procedures, and trainings for the Academic Services team and University staff on the management and documentation of student data. 

Management of Academic Services Team:

• Full supervisory responsibility for the Academic Services team: Manage and direct all aspects of the team’s work: processes related to posting of degrees, external credits such as study abroad, AP and transfer credits; all historic and current transcript requests; and leaves of absence, withdrawals and student records updates with special attention to data integrity/accuracy, compliance, policies and procedures, and excellent customer service. Develop and implement assessment tools, metrics and dashboards to measure achievement of department goals. Utilize findings to forecast workload as well as staffing and budgetary needs.

National Student Clearinghouse Reporting:

• With analytic and technical support from the OUR systems and analytics team, and staff from the Division of Finance IT department, is responsible for the timely, accurate, and compliant reporting of enrollment statuses, and related error resolution, to the National Student Clearinghouse. Drawing on both advanced technical skills and diplomacy, perform ongoing auditing and monitoring of data; and understand and correct data integrity issues through discussion with staff across the Schools before they are reported to the federal government.

Veteran Services:

• Partner and work with the SRFS Student Service Center team delivering veterans education services on the development and implementation of a wide variety of short-term and long-range strategic plans as they relate to the Office of the   University Registrar and its role in University VA-related initiatives. Ensure continuous process improvement related to systems used to support VA services; and ensure compliance and accurate reporting to internal stakeholders and external agencies. Identify key issues that affect the OUR’s delivery of Veteran-related services, and proactively make recommendations to University Registrar, SRFS, Division, and University leadership for service improvements, identifying potential impacts on  the teaching, research, and administrative activities of the University.

Office Representation & Committee Work:

• The Associate University Registrar attends meetings on behalf of the University Registrar and represents the Office on various University committees and work groups, collaborating with University departments (Information Systems and Computing, SRFS departments, Admissions, Provost, Deans, academic departments, etc.), student groups, faculty, and vendors to achieve Registrar, SRFS, and University goals related to student records/services.
• Other duties as assigned.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Division of Finance

Pay Range

$59,703.00 - $113,435.00

Affirmative Action Statement 

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.