Associate Registrar - Range D

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Job Description

Bemidji State University (BSU) and NORTHWEST TECHNICAL COLLEGE (NTC) invite applicants to join our team as an Associate Registrar. The Associate Registrar serves as an institutional expert for the NTC and BSU Records Offices. The Associate Registrar provides leadership interpreting, designing, and implementing academic policies for NTC and the Minnesota State System Office – as they relate to the certification of academic records of students, the application for degree life cycle (review, confirmation, and degree posting), satisfactory academic progress, suspension, warning, and probationary status of students, commencement, registration, and maintenance of all overall academic records. Create records policy and participate in academic policy changes as needed to meet NTC’s needs. The Associate Registrar will also understand State and Federal laws, rules, and regulations governing the program areas and educational policy issues. The Associate Registrar is responsible for completing the transcript evaluation process at NTC and serving as back-up to BSU, determining and granting the transfer of credit(s) for students entering with previous coursework. This individual will advise the Vice President for Enrollment Management, Academic Affairs, Deans, and other senior leaders on policy interpretation, compliance, and organizational decision-making. The Associate Registrar will also supervise the Records Associate, who will serve as the records representative in the One Stop Student Services.

Responsibilities of the Associate Registrar include:

• Serving as the campus records official at NTC. (60%).
  • Serving as a lead in the NTC and BSU Records Office, developing and implementing operating processes related to student records with a focus on data integrity, customer service, and efficiency, while ensuring compliance with governing standards.
  • Responsible for the NTC Records Office and commencement budgets.
  • Supervising the Records Associate who will serve as a BSU and NTC institution expert and operator of the Degree Audit system. Developing and providing training, information, and instructions to campus constituents regarding all modules of the degree audit reporting system to maximize its reliability and usability.
  • Responsible for the NTC curriculum review process. Consulting with the NTC Dean’s and Senior Academic Officers on matters of curriculum development and implementation. Implementing curriculum changes into the program database.
  • Coordinating the Academic Readmission Petition Committee (ARP) Grade Appeals Committee; coordinating the petition review process; screening cases, scheduling meetings, attending, presenting, and voting on cases before the committee, recording disposition of petitions and notifying petitioner of results.
  • Supporting all graduation and degree processing at NTC and BSU. Responsible for all student Graduation Degree Audits at NTC, including academic honors. These checks include all departmental major requirements, institution requirements, and Minnesota state requirements.
  • Working closely with the NTC and BSU faculty and other academic content experts as needed to determine course equivalency and course substitution to accurately complete transcript evaluation and subsequent granting of transfer credit if applicable.
• Participating in the creation of operating procedures and processes surrounding the student information system at NTC and BSU. (30%)
  • Developing, interpreting, and implementing both University, College, and Minnesota State academic policies regarding student records, and distributing all formal academic information and records.
  • Ensuring the security and integrity of academic records in accordance with Minnesota State, state, and federal regulations including Family Educational Rights and Privacy Act (FERPA) and the Minnesota Data Practices Act. 
  • Preparing messages and materials for diverse audiences and clearly explaining, discussing, and presenting complex ideas, regulations, policies, and/or procedures.
  • Supervising and directing One-Stop on Records Office tasks, identifying objectives, action steps, and resource needs of the Records Office, ensuring that processes and practices are established that maximize student support.
  • The Associate Registrar is responsible for the transcript evaluation process, determining the granting of transfer credit for students entering with previous coursework at NTC. This work will include the official and proper documentation of credits given. At BSU, the Associate Registrar will serve as the backup transfer evaluator.
  • Collaborating with other staff, faculty, and students, influencing others to the point of causing understanding and action regarding records processes.
  • Developing and reviewing all NTC course schedule/set-up, course registration, and related record keeping processes on an ongoing basis.
• Managing the commencement process in collaboration with the Registrar for BSU and NTC ceremonies. (10%)
  • Leading the development and execution of the NTC annual Commencement ceremony.
  • Coordinating volunteers, updating written commencement scripts, communicating with vendors, faculty, staff, and students regarding the event for NTC.
  • Collaborating with event center staff to ensure proper setup, design, and tear down of the stage.
  • Coordinating the roles and responsibilities of the platform parties and division chairs.

Salary Range:

Depends on Qualifications; Range D ($54,616 - $117,191)

Minimum Qualifications

• Master’s degree in a related field, plus three (3) years of advanced professional experience in a related field, or a Bachelor’s degree plus four (4) years of advanced professional experience in a relevant field, or an equivalent combination of post-secondary training, education and/or advanced professional experience.
• Excellent human relations, customer service, oral and written communication skills.
• Computer skills including proficiency in software such as Microsoft Office.
• Ability to problem-solve situations with a positive attitude utilizing critical thinking skills.
• Extensive knowledge of records, advising, registration, enrollment management, transfer policies, procedures, and best practices. 
• Extensive knowledge of state and federal regulatory laws such as Family Educational Rights and Privacy Act (FERPA) and MN Governmental Data Privacy Act (MGDPA). 

Preferred Qualification 

• Knowledge of the principles and practices of admission procedures and school records. management, including the inter-relationship with other college programs and divisions
• Knowledge of policy and procedural development within a university and/or college setting.
• Knowledge of governmental and accrediting regulations.
• Experience with student record and degree audit reporting systems; as well as other data and communication tools.
• Demonstrated experience implementing new technologies into daily work and long-term planning.
• A demonstrated commitment to inclusive excellence, equitable opportunities, mutual understanding and respect, and the success of all students and employees, as reflected through teaching, service, scholarship, and collaboration with diverse learners and colleagues.

To facilitate the review, assessment, and evaluation process, please ensure that your application and/or resume clearly demonstrate fulfillment of the minimum and preferred qualifications of the position. The application materials submitted will be utilized for salary placement purposes.

Other Requirements

Working Conditions:

• Must have a valid driver’s license and satisfactory driving record as limited travel is required, generally within the state of Minnesota, but some out-of-state travel may be necessary.
• Office-based work including computer and phone usage.

Physical Effort:

• Maintaining a stationary position for long periods of time. Positioning self to move through buildings and locations (traverse, ascend, descend).
• Ability to move / transport materials and displays (up to 25 lbs).

Other considerations:

• All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment. We are not currently providing sponsorship for employment-based visas.
• Employment for this position is covered by the collective bargaining agreement for the Minnesota State University Associate of Administrative and Service Faculty (MSUAASF) – see agreement.
• In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState’s vehicle use criteria and consent to a motor vehicle records check.

• BSU and NTC are a tobacco free workplace (see policy).

Work Shift (Hours / Days of work)

Full-time / Exempt; Monday – Friday 8:00 a.m. – 4:30 p.m.

Telework (Yes/No)

No

A complete application will include the following attachments:

• Cover letter, which addresses the required qualifications and your specific interest in working at BSU.
• Resume / Curriculum Vitae.

Inquiries about the position:

Bev Hodgson, Registrar – Records and Registration

Phone: 218-755-4214

Email: [email protected]

If you have general questions about this posting or submitting an application, contact Mary Miller at [email protected]

About

UNIVERSITY / COMMUNITY

WHY BEMIDJI:

It’s more than a job. It’s an opportunity for the extraordinary.

On the idyllic shores of Lake Bemidji, cradled among the limitless natural beauty of the North Woods and neighbored by Minnesota’s three largest Indigenous nations, Bemidji State University and Northwest Technical College offer opportunities for the extraordinary.

Bemidji State University has been ranked as one of the top 30 public institutions in the Midwest region by U.S. News & World Report each year since 2019. BSU offers its diverse student body a comprehensive spectrum of opportunities with nearly 120 undergraduate degrees and emphasis areas in more than 50 areas of study, 14 pre-professional programs, and 14 graduate programs and certificates.

As Bemidji State continues its second century of service, our vision is simple: we educate people to lead inspired lives. To achieve this, BSU centers diversity, equity and inclusion as a core value and strives to create a campus culture in which all members are free to be their authentic selves. BSU also proactively engages with Indigenous communities in northern Minnesota and nationwide toward its goal of becoming a destination university.

Northwest Technical College, one of only three pure technical colleges remaining in Minnesota, helps around 1,000 students align their education with their employment goals. NTC offers more than three dozen certificates, diplomas, and degrees in five career paths. For more than 50 years, NTC has prepared students for fulfilling careers in well-paying, in-demand fields. NTC's accessible, affordable, hands-on programs also help employers meet their ever-growing need for a highly skilled workforce. With an open-enrollment policy and affordable tuition, NTC meets students where they are with a convenient mix of on-campus, online, and hybrid courses.

BSU and NTC are members of the Minnesota State system of colleges and universities, the third-largest system of higher education institutions in the United States. The schools share a unique alignment, with administration and student services generally having dual responsibilities to serve both campuses. Through this alignment, NTC students can take advantage of services, support, activities, and opportunities at BSU that expand and enhance their college experience — such as full access to BSU’s library and the ability to live in BSU’s on-campus resident housing.

For the first time, a joint strategic planning process will guide the future directions for both institutions. The schools are pursuing four shared strategic priorities: student success, the Nisidotaading initiative, northern distinction, and telling our story. These priorities will serve as the foundations for master planning processes for facilities, academic programs, fundraising, information technology, intercollegiate athletics, and diversity, equity, and inclusion, among others.

The Nisidotaading initiative — named for an Ojibwe phrase meaning “building mutual understanding” — is creating a statewide center of excellence. It will develop communities of practice meant to help Minnesota State colleges and universities better educate their campus communities on historical trauma and lived experiences of their Indigenous populations, and how to most effectively guide Indigenous students toward their educational goals. In addition, BSU is the first university in the United States to expose all of its students to a course on Indigenous people before graduation.

Bemidji State University acknowledges that it is located on land and water that is the current and ancestral homeland of the Ojibwe and Dakota. We acknowledge the painful history of genocide, forced assimilation, and efforts to alienate the Indigenous inhabitants from their territory here. We honor and respect the many diverse Indigenous peoples still connected to this land, retained tribal sovereignty, treaty rights, and cultural resilience. Indigenous people are spiritual and physical caretakers of this land to which we all belong. Bemidji State University respects these sacred lands, stands with the community members from these Nations, and will fight injustice in all its forms.

At Minnesota State, the work we do is more than just a job. In their pursuit of purpose, connection, and growth, our employees play a critical role on our campuses. They develop policies, provide essential services, and work to improve the well-being and quality of life for our students and for all Minnesotans. Minnesota State is committed to equity and inclusion, and we invest in our employees by providing benefits, support resources, and training and development opportunities. Unlock your potential through possibility.

The City of Bemidji

Bemidji State University and Northwest Technical College lie amid the lakes and forests of northern Minnesota. Bemidji State occupies a wooded campus along the western shore of Lake Bemidji while Northwest Technical College lies just three miles east, near Bemidji’s robust industrial district. 

The city sits between Minnesota’s three largest American Indian tribal nations: the Leech Lake Band of Ojibwe, the Red Lake Nation and the White Earth Nation. When settling the Bemidji area in 1750, the Ojibwe people named the lake Bemidjigamaag, which means “a lake with crossing waters” as the Mississippi River flows in from the south and exits on the east. Today, a city proper with a population of around 15,000 serves as a regional economic and cultural hub for about 100,000 Minnesotans.

Located just minutes away from a thriving downtown Bemidji, both the BSU and NTC campus communities have convenient access to affordable restaurants, fine-dining experiences, cozy coffee shops, grocery stores — including a natural foods co-op — city parks, and nearly unlimited outdoor recreational opportunities. Small, locally-owned shops and art sculptures line Bemidji's downtown streets, while national chains are also found in and around the area. The historic Paul Bunyan Playhouse has a calendar of classic shows, restaurants offer weekly live music performances, the First Friday Art Walk provides a tour of new monthly art exhibits, and annual festivals bring the community together throughout the year. 

Additionally, the North Woods setting means students, staff, and faculty have a variety of activities available at their fingertips year-round. With more than 400 lakes — and a 240-acre research forest owned by BSU — within 25 miles of the city, there is easy access to kayaking, canoeing, swimming, boating, paddle boarding, hunting, hiking, biking, foraging, fishing, and more. An expansive network of multi-use trail systems is available for running, cross-country skiing, single-track or fat-tire biking, and skijoring. Further, downhill skiing, snowboarding, and tubing lie just north of Bemidji at the Buena Vista Ski Area.

Bemidji is also near two of Minnesota’s 66 state parks: Lake Bemidji State Park, which sits along Lake Bemidji’s northern shore, and Itasca State Park, home to the majestic Mississippi River Headwaters. Both parks are popular recreational and camping destinations where locals and tourists gather for sailing, swimming, and fishing during the summer months, and skating, hockey, curling, and—yes—more fishing in the winter. 

Of course, no tour of Bemidji is complete without a visit to — and a selfie with — its two most famous residents: the iconic statues of Paul Bunyan and his trusty companion, Babe the Blue Ox. The famed duo, which has greeted visitors to Bemidji since 1937, is on the National Register of Historic Places and was once ranked by Kodak as the second most-photographed statue in America.

For further information About BSU visit our website at http://www.bemidjistate.edu.

Review a "special report on how this former lumber town has rebuilt itself as a high-speed, regional center of enterprise" at Bemidji 2.0

Other Resources:

• Visit Bemidji – https://www.visitbemidji.com/
• 218 Relocate / Greater Bemidji – https://www.218relocate.com/
• Bemidji Area Chamber of Commerce – https://www.bemidji.org/ 
• Explore Minnesota – https://www.exploreminnesota.com/article/top-things-to-do-bemidji

Statement of Notice

Bemidji State University and Northwest Technical College prohibits discrimination and sexual violence of any kind. Contact the Title IX Coordinator if you have concerns regarding discrimination and/or sexual violence.

Per Minnesota State System Procedure 1B.3.1, all universities and colleges must provide contact information of their Title IX Coordinator.

Megan Zothman, Campus Human Resources Officer & Title IX Coordinator

Email: [email protected] or [email protected]

Phone: (218) 755-2502

1500 Birchmont Drive NE, Deputy Hall, Room 335, Bemidji, MN 56601 

Bemidji State University / Northwest Technical College are Affirmative Action Equal Opportunity Employers and Educators.  This document is available in alternative formats to individuals with disabilities. Consumers with hearing or speech disabilities may contact us via their preferred Telecommunications Relay Service.

Salary is commensurate with experience and qualifications and is subject to the terms and conditions of the applicable bargaining unit agreement or personnel plan.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

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