This job description provides a general outline of duties and qualifications of the position. Other duties may be assigned, and the description may be changed at any time. It is not intended to limit normal change and growth nor prevent employees from working to ensure the success of our endeavors.

POSITION DESCRIPTION:

The Registrar at The Valley College of Osteopathic Medicine (The Valley COM) is responsible for overseeing all aspects of student academic records, registration, and enrollment services. This role ensures compliance with institutional policies, accreditation requirements, and federal regulations while supporting student success. The Registrar serves as the primary contact for the Student Information System (SIS) and plays a major role in commencement exercises.

SPECIFIC/KEY RESPONSIBILITIES:

Mission Driven:

• Ensure all processes and policies align with The Valley COM’s mission and commitment to academic excellence and student success.
• Promote an inclusive, student-centered approach to records management and student services.

Leadership and Advisory:

• Provide strategic direction and leadership for the Office of the Registrar.
• Supervise and manage office staff while overseeing departmental budgets.
• Collaborate with the Associate Dean of Student Services and other stakeholders to develop, evaluate, and implement policies, systems, and procedures.
• Participate in college committees as required, providing guidance on academic policies and student records.

Curriculum Development & Instruction:

• Work collaboratively with faculty and administration to create and update the academic calendar and college catalog.
• Administer and interpret academic policies, ensuring effective application across the institution.
• Provide training to faculty and staff on relevant policies and procedures.

Evaluation/Assessment:

• Maintain the accuracy, security, and privacy of permanent academic records for current and former students.
• Conduct audits of student records to ensure compliance with institutional and accreditation standards.
• Oversee transfer credit evaluations, degree audits, and graduation certification processes.

Professional Development:

• Stay current with best practices in registrar functions, student information systems, and academic records management.
• Participate in professional organizations such as AACRAO to remain informed on trends in higher education administration.

Student Support Services & Mentorship:

• Foster a student-centered environment focused on success and retention.
• Support major student events, including orientation, white coat ceremonies, Residency Match, degree conferrals, and commencement ceremonies in collaboration with administration and staff. 
• Serve as a resource for students regarding academic policies, records, and enrollment processes.

Collaboration:

• Serve as a liaison with accrediting bodies, external organizations, and other entities related to student records.
• Partner with faculty, administration, and student services to streamline academic processes and enhance the student experience.
• Work closely with the Office of Financial Aid to ensure accurate and timely enrollment reporting.

Research & Innovation:

• Identify opportunities to enhance registrar services through technological advancements and process improvements.
• Lead initiatives to modernize recordkeeping and registration systems to improve efficiency and compliance.

Accreditation, Quality, and Compliance:

• Ensure all academic records comply with institutional policies and federal regulations (AACRAO, FERPA, Veterans Administration, and Department of Education).
• Serve as the official responsible for FERPA compliance and federal enrollment reporting to the Department of Education and accrediting bodies.
• Maintain documentation and records necessary for accreditation and institutional audits.

Strategic Planning and Development:

• Develop and implement strategic goals to improve the efficiency and effectiveness of the Office of the Registrar.
• Participate in institutional planning efforts to align student records management with broader educational goals.
• Oversee the implementation and management of the Student Information System (SIS), ensuring seamless integration with institutional needs.

Finance & Administration:

• Oversee the budget for the Office of the Registrar, ensuring responsible fiscal management.
• Manage financial aspects related to student enrollment, including tuition billing and refund policies in collaboration with the finance office.

General:

• Act as the primary contact for the Student Information System (SIS), ensuring proper functionality and staff training.
• Play a major role in planning and executing commencement exercises, ensuring smooth operations.
• Perform other duties as assigned by the Associate Dean of Student Services.
  
  

QUALIFICATION(S):

• Master’s degree (or higher) from an accredited institution.
• Minimum of 3 years of relevant experience, including student information system management.
• Proficiency in database management and higher education systems.
• Demonstrated written and oral presentation skills.

NON-DISCRIMINATION STATEMENT:

It is the firm policy of THE VALLEY COLLEGE OF OSTEOPATHIC MEDICINE not to discriminate on the basis of race, ethnicity, color, sex, sexual orientation, gender, gender identity, religion, national origin, age or disabilities. It is a violation of The Valley COM policy to discriminate in the selection of administrative personnel, faculty and staff, and students; the provision of employment opportunities, benefits or privileges; to create discriminatory work conditions; or to use discriminatory evaluative standards in employment if the basis of that discriminatory treatment is, in whole or in part, on the basis of race, ethnicity, color, sex, sexual orientation, gender, gender identity, religion, national origin, age or disabilities. Further, it is a violation of The Valley COM Policy to discriminate in the selection of administrative personnel, faculty and staff, and students if the basis of that discriminatory treatment is, in whole or in part, genetic information or marital status in its programs, activities, hiring, or the admission of students. Discrimination of this kind may also be strictly prohibited by a variety of federal, state and local laws.

Reviewed/Approved: May 27, 2025