Job Description Summary

The individual will serve as the College Registrar and Director of Student Services and will provide strong leadership consistent with the academic goals and mission of the institution. The incumbent will be responsible for planning, managing, reporting, and advising on all activities related to academic records, conferral of degrees, course registrations, student information systems, academic catalogues, and related support areas. The person in this role will be an integral part of the day-to-day operations of an actively engaged and student-centered graduate level academic organization by having a hands-on approach that directly ensures successful positive student experiences through process improvement, data driven analysis and strong decision-making skills.

Successful candidates for this position will be expected to: demonstrate executive level communication skills, have the ability to manage complex software systems, exhibit a strong service orientated approach, display the ability to promote and maintain good working relationships with faculty/staff/ students, demonstrate knowledge of FERPA, and be able to work independently with minimal supervision.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC002023 COGS - College of Graduate Studies CC

Pay Rate Type

Salary

Pay Grade

University-07

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duty 1

30%

Registrar & Database Systems Administrator: Serves as the Registrar for the College of Graduate Studies and is the primary liaison with Enrollment Services, Student Accounting, Student Financial Aid, and Student Health for all current students. Ensures that completed registration forms have been submitted by all current students along with stipend source information; ensures proper registration of all students to meet academic requirements. Advises students on University regulations regarding a variety of academic policies. Works with Grad Coordinators to track student compliance. Organizes complex matrices of student interviews for PhD admissions.

Individually or in collaboration with other co-administrators, manages the systems utilized by the Student Services Team. Systems include but are not limited to the following: CoursEval, Colleague, Etrieve (Central & Content), Informer, MyQuest, and Brightspace. As new systems come online, the Administrator will be responsible for learning the system and assisting in training others who have a need to use them as well. Redesigns and enhances College databases as needed.

Coordinates course activations by communicating with Office of Enrollment Management, Curriculum committee and faculty to ensure proper courses are being activated.

Maintains and updates information in the student and alumni databases using software such as File Maker Pro.

Job Duty 2

20%

Student Services Policy & Communications Manager: Serves as the policy owner for all student policies related to the College of Graduate studies. Oversees and directs the creation and dissemination of crucial information regarding student policies and procedures to students, administrators, faculty, and staff. Creates and edits College-wide student policies as needed; advises administrators, faculty, students, and staff regarding student services and policies and serves as the liaison and point of contact for the College of Graduate Studies with other university departments required to coordinate services. Maintains a leadership role on college and university committees to stay well informed on issues impacting student services.

Plans and writes web content and oversees the edits and updates to websites and program information as related to policies, procedures, and services available to students, faculty, and staff. Manages the annual comprehensive MUSC Bulletin updates as well as the annual admissions updates to content used in Websites and application materials for the Office of Enrollment Management on behalf of the College of Graduate Studies.

For quality improvement purposes (e.g., orientation and graduation), plans and conducts surveys to gather information related to program and college activities and initiatives.

Job Duty 3

15%

Student Services Administration: Develops and oversees the implementation of student services strategic plans in concert with the college’s strategic initiatives. Generates and analyzes statistical data and trends for reporting purposes and decision-making and ensures that strategic initiatives are shaped by data-driven decisions. Manages the complex process of projecting student headcount data to the Director of Finance and Administration for the purposes of financial forecasting and budget preparation. Manages the enrollment true-up process and reports results to the Director of Finance and Administration.

Works with the Dean, Program Directors, and Director of Finance and Administration as needed with the development of application and admission materials, student handbook, curriculum development (as appropriate for a non-content specialist), accreditation materials, online orientation content, etc., for implementation of new academic programs.

Job Duty 4

15%

Student Services Special Events Manager: Directs and oversees all student events in the College of Graduate Studies that are staffed by the student services team. Coordinates schedules with a variety of university leaders for orientation and for graduation events.

Directs the College’s convocation and prepares students for commencement. Orders the honor cords, pins, and certificates for all faculty and student inductees. Manages the process of identifying and securing an appropriate venue (including overseeing the processing of a rental agreement and payment). Manages the hiring of musicians, caterers, and other outside vendors necessary for the student events. Prepares invitations, materials and programs for ceremony events, coordinates set up and clean up for ceremony.

Collaborates with University and College in creating an agenda for orientation events. Determines appropriate and helpful online content for effective communication to incoming students prior to orientation. Provides feedback to orientation facilitators and college officials regarding student input from surveys.

Job Duty 5

10%

Student Services Leader: Assists with recruiting, screening, hiring, training and coordinating student services staff for the College of Graduate Studies. Provides guidance, mentorship, and feedback to student services team. Analyzes workloads for programs and advises the Dean and Director of Finance and Administration on recommendations for support for all academic programs within the College. Guides in the professional development of student services personnel to ensure the essential skill sets needed in carrying out the strategic goals of the college as related to student services. Serves as primary back-up support for student services staff in the event of their absence from work (short-term or long-term).

Job Duty 6

10%

Awards and Committee Coordinator: Manages a variety of College of Graduate Studies awards processes and committees and ensures that processes are organized, and committees are formed in compliance with requirements.

Tracks committee memberships and ensures that committees have faculty members with the required credentials. Tracks requirements for Advisory Committee and notifies Dean of delinquent meetings and student requirements. Manages the faculty appointment process for faculty applying for an appointment in the College of Graduate Studies.

Coordinates activities with the Curriculum Committee and dissertation committees to ensure proper actions are taken in a timely manner. Works with grad council and coordinators to address student compliance.

Coordinates Robust Distinguished Graduate Award and High Student Impact Award process.

A master's degree and three years experience in student services programs.

Preferred experience will be considered for those with Bachelor's Degree and minimum of 5yrs of experience.

MUSC Physical Requirements:

(Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift)

Ability to perform job functions in an upright position. (Frequent)
Ability to perform job functions in a seated position. (Frequent)
Ability to perform job functions while walking/mobile. (Frequent)
Ability to climb stairs. (Infrequent)
Ability to work indoors. (Continuous)
Ability to work outdoors in all weather and temperature extremes. (Infrequent)
Ability to work in confined/cramped spaces. (Infrequent)
Ability to perform job functions from kneeling positions. (Infrequent)
Ability to bend at the waist. (Infrequent)
Ability to twist at the waist. (Infrequent)
Ability to squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to fully use both hands/arms. (Continuous)
Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
Ability to reach in all directions. (Frequent)
Possess good finger dexterity. (Continuous)
Ability to maintain tactile sensory functions. (Continuous)
Ability to lift and carry 50 lbs., unassisted. (Infrequent)
Ability to push/pull objects, up to 50 lbs., unassisted. (Infrequent)
Ability to maintain 20/40 vision, corrected. (Continuous)
Ability to see and recognize objects close at hand. (Continuous)
Ability to see and recognize objects at a distance. (Continuous)
Ability to match or discriminate between colors. (Continuous)
Ability to determine distance/relationship between objects; depth perception. (Continuous)
Good peripheral vision capabilities. (Continuous)
Ability to maintain hearing acuity, with correction. (Continuous)
Ability to perform gross motor functions with frequent fine motor movements. (Continuous)
Ability to work in dusty areas. (Infrequent)

Additional Job Description

A master's degree and three years experience in student services programs. Preferred experience will be considered for those with Bachelor's Degree and minimum of 5yrs of experience.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees