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Position Category: Non-Academic
Position Title: Registrar
School/Department: Registrar
Reports To: Associate VP for Enrollment Management
Time: Full Time
Term of Employment:

Information & Responsibilities

Reporting to the Associate Vice President for Enrollment Management, the Registrar directs the administration of the Registrar’s Office, including conceptualizing, planning, and evaluating all functions of the office.  Responsibilities include oversight of student records, coordination of the registration process, development of relevant publications and publishing the academic catalog, degree audit and graduation clearance, grade reporting, evaluation of external transcripts, and issuance of Institute transcripts.  A key member of the Institute’s Enrollment Management team, the Registrar is expected to be knowledgeable in best practice pertaining to Registrar functions to support the successful enrollment and retention of CalArts students within a student-oriented culture of service.

ESSENTIAL JOB FUNCTIONS (including but not limited to)
•    Direct Registrar’s Office staff (hire, supervise, train, coach, mentor, evaluate)
•    Budget management: Manage and maintain Registrar’s Office operational budget within allocated budget.
•    Essential Functions:
    o    Organize and supervise Registration each semester.
    o    Supervise preparation and distribution of class rolls and enrollment information for Deans, faculty and School offices of the Institute.
    o    Collect and post grades at the end of each semester.
    o    Critical Studies and degree audit, including assignment of Critical Studies warning when appropriate.
    o    Evaluate credentials and oversee the preparation and issue of Institute transcripts (including CalArts, Chouinard Art Institute and Los Angeles Conservatory of Music).
    o    Coordinate the publication of the annual Course Listing, Policies and Student Handbook, and the semi-annual Schedule of Classes.
    o    Perform graduation audit and present graduate lists to Deans, Academic Council and the Board of Trustees for final approval and issuance of diplomas.
    o    Other duties as assigned.
•    Registrar policy and procedure: 
    o    Responsible to oversee the development and maintenance of procedures that ensures and enhances a student-oriented culture of service and that fully comply with federal regulations (e.g., FERPA) and institutional academic policies.
    o    Utilize systemic tools (e.g., Ellucian Colleague) to develop efficient processes for registration, degree audit, grade reporting and similar functions.
•    Compliance: 
    o    Ensure confidentiality, security, and accuracy of all student academic records.
    o    Interpret and enact regulatory and Institute academic policy for students, staff, and faculty. 
    o    Keep abreast of regulatory changes, researching compliance-related questions, and disseminating and training both Registrar’s staff and other institutional constituents on new regulatory requirements as needed.
•    Collaboration:
    o    Consult and collaborate with the Office of the Provost, Deans, and Faculty on matters of academic policy. 
    o    Collaborate with Associate Provost for Institutional Research and Effectiveness on matters of collection of data and reporting (e.g., IPEDS, retention and enrollment reports). 
•    Visibility:  The Registrar is expected to maintain professional visibility both on-campus (e.g., Retention Committee) and through annual participation in professional conferences, committees, and membership on professional groups (e.g., ACCROA).
•    Communications: Effective, proactive verbal, written, presentation, and emerging media (i.e., social networking) communication with constituents including students, families, administrators, and others that supports effective and efficient dissemination of information about Registrar’s Office services and enhances a student-oriented culture of service.


•    Excellent interpersonal, written and oral communication skills.
•    Excellent organizational and time management skills with the ability to manage multiple projects and see projects through to a timely completion.
•    Ability to interact effectively with varied internal and external constituencies demonstrating tact, diplomacy, discretion and good judgment
•    Ability to work responsibly, independently and collaboratively in a fast-paced environment
•    Ability to learn, adapt to, and use new computer systems and technology
•    Ability to manage a complex and changing environment
•    Exceptional communication ability to communicate complex information with a wide constituency, verbally and in writing
•    Proven ability to motivate staff, achieve goals and sustain a commitment to developing, enhancing, and maintaining a student-oriented culture of service


•    Bachelor’s degree required
•    Master’s degree preferred
•    5-7 years progressively responsible experience in a Registrar’s office including experience with directing staff and student records. 
•    Proficiency with using Registrar and student information systems, including using database management systems and data management tools such as Ellucian Colleague, Excel, Access or others.
•    Experience in a small college setting and/or working with students in the arts preferred.

How to Apply

This position is available beginning June 2, 2014.  If you are interested, please submit a cover letter, resume/curriculum vitae, and the names and contact information for three references to atanner@calarts.edu.  For priority consideration, please send requested materials before February 28th and indicate in the subject line: Registrar.

Position will remain open until filled.

Equity & Diversity

CalArts is proud of its diverse student body and deeply committed to
supporting the cultural and artistic aspirations of all its students. A
commitment to increasing opportunities for low-income students and
currently disenfranchised groups is necessary, as is the desire to work
to support institutional goals of equity and diversity in an ongoing
way. CalArts is an Equal Opportunity Employer (EOE). In our efforts to reach a diverse application pool, please follow the link to fill out an optional survey: http://www.surveymonkey.com/s/Eq_Div

Further Information

CalArts has a multidisciplinary approach to its studies of the arts
through six schools: Art, Critical Studies, Dance, Film/Video, Music and
Theater. CalArts encourages students to explore and recognize the
complexity of the many aspects of the arts. It is supported by a
distinguished faculty of practicing artists and provides its Bachelor
and Master of Fine Arts students with the hands-on training and exposure
necessary for an artist's growth. CalArts was founded in 1961 and
opened in 1969 as the first institution of higher learning in the United
States specifically for students interested in the pursuit of degrees
in all areas of visual and performing arts.

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