Online Registrar Specialist

TITLE: Online Registrar Specialist

DEPARTMENT: Office of the Registrar

REPORTS TO: Registrar

CLASSIFICATION: Staff

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

We are seeking a highly skilled and detailed oriented individual to join our team as a Kentucky State University Online Learning Registrar Specialist. The Registrar Specialist will play a critical role in supporting KYSU Online Learning academic programs and student success by managing and maintaining the KYSU Online system for student class enrollment, catalog, as well as supporting systems such as Degree Works and Courseleaf. In this role, you will be responsible for supporting the development, implementation, and maintenance of the online learning platform. Also, this role will provide technical support and assistance to users of Courseleaf and Degree Works supporting, academic advising and degree audit software for KYSU Online learning students. The ideal candidate will have a strong background in information technology, excellent communication skills, and a customer-oriented approach.

ESSENTIAL JOB FUNCTIONS:

• Administer and maintain protocols to support KYSU Online course enrollments, course approvals, degree audits and supports for the advising process.

• Facilitate KYSU Online Catalog development and updates maintaining current course offerings, descriptions, and program changes.

• Administer and maintain the Degree Works system, ensuring data accuracy, integrity, and security.

• Perform regular system updates, troubleshoot issues, and collaborate with IT support when necessary.

• Stay abreast of system enhancements and updates to optimize functionality.

• Work closely with academic advisors to address discrepancies, exceptions, and provide guidance on course selection for students enrolled in KYSU Online.

• Generate and distribute reports related to degree audit outcomes

• Collaborate with the Office of Online Education and the Office of Student Success to ensure alignment of Degree Works with curriculum changes, policies, and procedures.

• Provide training and support to faculty, staff, and students on Degree Works functionality and best practices.

• Provide training and support to faculty, staff and students on Courseleaf functionality and best practices.

• Analyze data and trends to identify opportunities for process improvement.

• Propose and implement enhancements to Degree Works and Courseleaf to streamline workflows and enhance user experience.

• Contribute to the development of documentation and training materials.

• Extract and analyze data from Degree Works to generate reports and insights related to student progress and program effectiveness.

• Present findings and recommendations to relevant stakeholders to inform decision-making

• Review and evaluate incoming online student transcripts from accredited institutions for transfer credit eligibility in accordance with university policies and procedures.

• Provide timely and effective technical support to customers via online channels including email, chat, and remote desktop.

• Troubleshoot hardware and software issues, diagnose problems, and escalate complex issues to the appropriate teams if necessary.

• Manage and maintain the online learning platform, ensuring its functionality, usability, and compatibility with various devices and browsers. Configure settings, permissions, and access controls as needed.

• Provide technical assistance to learners and instructors, troubleshoot issues related to the online learning platform, multimedia tools, and other technologies used in online courses.

• Work closely with cross-functional teams, including instructional designers, content developers, IT support staff, and stakeholders, to coordinate the development and delivery of KYSU Online learning initiatives.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Demonstrated experience with academic advising, degree auditing, or student services in a higher

education setting.

• Proficiency in using Degree Works, Courseleaf, or similar academic planning and audit systems.

• Strong attention to detail and analytical skills.

• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.

• Excellent communication and interpersonal skills.

• Strong knowledge of computer hardware, software, networking, and operating systems.

• Ability to collaborate effectively with diverse stakeholders, including students, faculty, and administrators.

• Proven experience working in online education or e-learning, with a strong understanding of instructional design principles and online learning methodologies.

SUPERVISORY RESPONSIBILITY :

• This position does not have supervisory responsibility.

PREFERRED SKILLS:

• Familiarity with degree audit software, particularly Degree Works.

• Knowledge of database management and SQL.

• Experience in higher education or academic administration

• Experience with CRM systems and support ticketing software

• Familiarity with learning management systems (LMS) and other online learning platforms

• Proficiency in multimedia authoring tools, video editing software, and other e- learning technologies.

OTHER DUTIES:

This position will conduct other duties as needed

QUALIFICATIONS:

• Bachelor's degree in Information Technology, Computer Science, Education, or related field. (Master's degree preferred).

Licensing and Certifications:

N/A

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.

• No or very limited physical effort required.

• No or very limited exposure to physical risk.

ACKNOWLEDGMENT

I have received, reviewed and fully understand the job description for ____________________. I further understand that I am responsible for the satisfactory execution of the essential functions described therein, under any and all conditions as described.

Employee Name __________________________________________ Date _____________________
 (printed name)

Employee Signature _________________________________________________

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.