Program Manager Office of the Registrar

Profile

Intra-Departmental Recruitment
Only current UM Employees of The Registrar's Office are eligible.
*Open to all employee types including Temporary Staff and Student Employees.
The
Registrar’s Office
invites applications for two (2)
Program Managers
The
Program Manager
position is the lead for all student class registration processes housed in the Registrar’s Office. This position reports to the Associate Registrar, but has a high level of autonomy. This position manages all aspects of course registration, including overseeing training and day-to-day management of the registration support staff and front office.
Program Management & Related Responsibilities
Manage “front-of-house” administrative functions, including coordination of front-desk and central phone coverage, oversight of the Registration general email address, and ensure the highest level of customer service for students, faculty, staff, and the public.
Manage the late course drop/add process and enforces critical deadlines; include delegation of tasks to ensure accurate and timely processing of registration add/drop/change workflows
Oversee processing of semester withdrawals, registration overrides, minimum/maximum credit overrides, and other registration-related forms
Learn and teach process of all registration-related forms; may be required to help process during peak busy times, particularly at the end of the semester
Train front-line staff on the proper application of FERPA.
Explain and interpret advanced and nuanced academic policies and procedures to students, staff, faculty, and the public.
Troubleshoot advanced issues related to registration.
Independently decides the majority of petitions for registration policy exceptions. May serve as chairperson for registration-related ad hoc committees.
Manage wait listing processes; includes collaboration with technical staff to set up and bring down wait lists, setting up notifications, collaboration with schedulers to fix wait list errors, etc.
The
Grading and Records Manager
position is the lead for all grading processes and matriculated student academic records processes housed in the Registrar’s Office. This position also serves as the Registration Assistant. This position reports to the Associate Registrar, but has a high level of autonomy. This position works in tandem with the Verifications & Transcripts Manager and aids the Registration Manager for much of the year.
Grading Program Management
Manages end-of-term grade collection and primary point of contact for grade changes throughout the year while ensuring the highest level of customer service. Liaises with faculty and department administrative staff to securely collect, validate, and accurately process missing grades and grade changes with supreme attention to detail.
Interprets and records pre-Banner data, including GPA, quarter credit hour conversion, modifying learner and curricula records; includes research of historic institutional records.
Creates and prepares academic probation and suspension notices in collaboration with the Assoc. Registrar.
Distributes or delegates distribution of end-of-term grading reports to departments as needed.
Records repeated courses, changes to academic standing, and amendments to Dean’s and President’s lists on academic transcripts.
Evaluates eligibility for academic forgiveness petitions
Serves as secretary for Retroactive Withdrawal Committee, collects and prepares petitions, issues decisions, and acts as a liaison between the committee members, students, and departments.
Troubleshoots advanced issues related to grading policies.
Records Program Management
Independently oversees and processes student name changes, biographical updates, FERPA disclosures and restrictions, and other student records-related forms.
Develops and trains on best-practices for student record management using new technology; expert practitioner of the proper application of FERPA and MUS retention policies; trains student and temporary staff on related policies to ensure compliance.
Primary point of contact for updating deceased student & alumni records, notifying and working closely with the VP of Student Success’ office, withdrawing enrolled students, and collecting sufficient documentation with sensitivity and discretion.
Manages and processes changes to and from distance-learning status, including participation in campus efforts to comply with NC-SARA physical location reporting.
Manages and processes requests for student affiliates and Griz Visitors.
May assist Assoc. Registrar in resolution of Banner edits to student curricula and learner records.
These positions represent the Registrar’s Office to external and internal customers including staff, faculty, alumni, area agencies. They modify existing registration-related forms and processes as needed and assist with other Registrar’s Office processes and projects as assigned.
Required Skills
Ability to provide exemplary customer service; problem solve, diffuse anger, and resolve issues by providing direction and guidance to administrators, students, and faculty/staff members.
Able and willing to work regular hours, 8 am to 5pm, Monday through Friday. Weekend participation in commencement ceremonies and afterhours participation in convocation is mandatory.
Ability to work with other sectors to support students and solve problems.
Ability to work with diverse populations with respect, patience, and understanding.
Ability to prioritize to meet deadlines.
Ability to develop and maintain recordkeeping systems.
Ability to learn, understand and apply UM and MUS policies, guidelines, and procedures
Ability to share job knowledge with RO members and members of the campus.
Thorough attention to detail and accuracy are paramount to this role.
Ability to be flexible, can handle a variety of tasks and projects.
Strong oral and written communication skills; tactful.
Goal-oriented – seeks to accomplish specific outcomes; begins work with the end in mind.
Ability to be collaborative, encourages a participative process.
Ability to evaluate and problem-solve.
Demonstrated knowledge of professional office practices and procedures; business English, spelling, composition and grammar, including the ability to produce effective training manuals.
Knowledge of **MEMBERS ONLY**SIGN UP NOW***., its mission, goals, objectives, programs, achievements, infrastructure and issues of concern.
Minimum Required Experience
High School diploma and two (2) years of experience or an equivalent combination of education and experience.
Preferred Qualifications
Bachelor’s Degree and at least one (1) year experience working in Higher Education or a combination of some post-secondary education and three (3) years applicable experience.
Experience with large databases or Student Information Systems like Banner, Colleague, PeopleSoft, etc.
Leadership experience
About the Registrar’s Office and UM
The Registrar’s Office is a central component of the academic mission of University of Montana, providing formal validation of teaching and learning on this campus. The Registrar is the official custodian of student academic records, and the office is legally required to maintain past, present and future unabridged academic records. The Registrar’s staff plans and conducts student-registration, maintains and updates academic records, interprets and applies academic policies, certifies eligibility for associate and baccalaureate degrees, determines resident fee classification for tuition purposes, schedules all academic classes and classroom facilities, maintains processes and provides support for academic grading and advising, verifies enrollment and degrees awarded, plans and directs commencement ceremonies, and determines eligibility for student participation in athletics, extracurricular and honor society activities. The Registrar’s Office establishes a singularly unique relationship with students over the passage of an academic career. Beginning with new student orientation, interactions continue with continuing & returning students during enrollments and graduation, and those relationships reinforce a reliable connection and resource for alumni who request official verification of academic records, degree(s) earned and/or transcripts.
**MEMBERS ONLY**SIGN UP NOW***. is flagship, research institution with approximately 10,000 undergraduate and graduate students. It is located in Missoula, a culturally vibrant community of about 75,000, surrounded by mountains and three rivers converge. Abundant recreational opportunities in surrounding state and national forests and nearby Glacier National Park and Yellowstone National Park complement a thriving intellectual atmosphere. **MEMBERS ONLY**SIGN UP NOW***. offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.
**MEMBERS ONLY**SIGN UP NOW***. is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action
: Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always; partner with place; and proudly tell the UM story.
To learn more about **MEMBERS ONLY**SIGN UP NOW***., please visit the links below.
University of Montana
Video: Mission First, People Always
UM on YouTube
Position Details
Position Title:
Program Manager
Position Number:
007600; 007500
Department:
Registrar
Work Schedule:
Full-time, 1.0 FTE (40 Hours a week), Monday through Friday 8:00 am to 5:00 pm, Hours may vary according to needs of unit, 12 months/year
Salary:
$18.684/hr
–
Current employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan
, email the
Compensation Department
Union Affiliation:
FOCUS-MFPE
Probationary Period:
Six months minimum
Benefits Include
Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:
References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:
Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility:
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

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