Registrar

CHAMINADE UNIVERSITY OF HONOLULU

MISSION STATEMENT

Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service, and successful careers. Guided by its Catholic, Marianist, and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.

• Position Information

Title: Registrar Division/Office: Enrollment Management and Student Success Department: Records Status: Full-time, 12 -month, Exempt Classification: EAM III

• Position Summary

The Registrar provides strategic leadership and operational oversight for the University’s academic records, registration, transfer credit, degree audit, academic scheduling, catalog, and degree conferral functions. As the official custodian of student academic records, the Registrar ensures the accuracy, integrity, confidentiality, and appropriate use of these records throughout the student lifecycle. Reporting to the Vice President for Enrollment Management and Student Success, the Registrar partners with Academic Affairs, academic departments, Admissions, Financial Aid, Student Success, Institutional Research and Information Technology to support effective academic operations and timely student progress toward graduation. The Registrar translates approved academic policies into consistent procedures, reliable system configurations, and clear communications. The Registrar leads the Records team and the functional administration of student information and related academic systems. This includes improving workflows, supporting system integrations and transitions, strengthening data quality, and reducing administrative barriers to enrollment, retention, and degree completion across undergraduate, graduate, and Flex programs.

• Reports to

Direct Report to Vice President for Enrollment Management and Associate Vice Provost

• Duties and Responsibilities

Leadership and Office Operations

• Hire, lead, supervise, coach and evaluate the Records team, establishing clear responsibilities, service expectations and opportunities for professional development.
• Oversee daily office operations, staffing priorities and resources to ensure accurate, timely and responsive service.
• Develop and maintain documented procedures, cross-training, quality assurance practices and continuity plans for essential functions.
• Establish and monitor measures of service effectiveness, including processing times, accuracy, responsiveness, and resolution of student concerns.
• Represent the Records Office on University committees and initiatives related to academic operations, enrollment and student success.

Academic Records and Registration

• Serve as the official custodian of student academic records and oversee their creation, maintenance, retention, security and authorized release.
• Oversee registration, enrollment changes, grading, academic standing, transcript services, enrollment and degree verification and degree conferral.
• Ensure accurate processing of approved academic exceptions, substitutions, waivers and record corrections, with appropriate documentation and authorization.
• Coordinate registration timelines and communications across programs with different academic calendars, term lengths and start dates.
• Resolve complex records and registration concerns in collaboration with students, faculty, advisors and other University offices.

Transfer Credit, Degree Audit, and Completion

• Lead timely and consistent transfer credit evaluation and posting in accordance with University policy.
• Maintain transfer equivalency records and oversee workflows connecting transfer evaluation tools with the student information system.
• Collaborate with academic departments to resolve course equivalencies, applicability questions and transfer credit exceptions.
• Oversee the accuracy of degree audit requirements, catalog-year assignments and approved substitutions within Stellic and related systems.
• Coordinate graduation reviews, verify completion of degree requirements and authorize degree conferral.
• Partner with Student Success and academic departments to identify and address records, registration and degree audit issues that delay student progress.

Academic Policy, Catalog and Scheduling

• Serve as a primary resource for interpretation and consistent administration of approved academic policies.
• Collaborate with Academic Affairs and faculty governance to assess the operational implications of proposed curriculum and policy changes.
• Oversee implementation of approved courses, programs, prerequisites and degree requirements in university systems.
• Coordinate publication and maintenance of the academic catalog through Coursedog ensuring alignment among approved curriculum, published requirements and degree audits.
• Coordinate development and maintenance of academic calendars and related deadlines.
• Oversee course and classroom scheduling processes in partnership with academic departments and appropriate University offices, supporting accurate schedules and effective use of instructional space.

Student Systems and Process Improvement

• Provide functional leadership for Ellucian Colleague and related Records systems, including Stellic, Coursedog, Transferology, and transcript and verification platforms.
• Partner with Information Technology and vendors on system configuration, integrations, access controls, troubleshooting, upgrades and data reconciliation.
• Establish and coordinate user acceptance testing for changes affecting registration, grading, transfer credit, degree audits, and academic records.
• Improve workflows through appropriate automation, electronic forms, and self-service tools.
• Provide training, documentation, and communication to faculty and staff regarding academic systems, procedures, and changes.

Compliance, Privacy, and Data Integrity

• Lead administration of FERPA requirements within the Registrar’s scope, including annual notifications, records access, consent and disclosure procedures, and faculty and staff education.
• Partner with Information Technology and responsible University offices to ensure access to education records is appropriate to assigned responsibilities and legitimate educational interests.
• Coordinate responses to student records requests and potential privacy concerns with University leadership and legal counsel, as appropriate.
• Maintain records retention and disposition practices consistent with University policy and applicable requirements.
• Support accreditation reviews, audits and regulatory reporting by providing accurate academic records, documented procedures, and evidence of consistent policy implementation.
• Establish data quality controls and regularly reconcile information across connected systems.

Reporting and Institutional Collaboration

• Oversee accurate and timely enrollment and degree reporting to the National Student Clearinghouse and other designated external organizations.
• Collaborate with Institutional Research on census processes, enrollment definitions, official reporting and validation of academic data.
• Partner with Financial Aid, Admissions, Student Success and other offices to resolve discrepancies affecting enrollment status, eligibility, and student service.
• Provide academic records expertise and data to support institutional planning, retention analysis and degree completion initiatives.
• Support academic units related to their work with external accrediting agencies for both new and continuing program development.
• Maintain current knowledge of registrar practices and participate in relevant professional development and professional associations.
• Perform other duties as assigned.
• Disclaimer

This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.

• Education and Experience

Minimum Education

• Master’s degree from an accredited college or university, or an equivalent combination of relevant education and progressively responsible experience.

Experience and Skills

• At least seven years of experience in a higher education registrar or academic records function.
• At least three to five of progressively responsible supervisory or management experience.
• Demonstrated experience administering academic records, registration, academic policies and student information systems.
• Experience implementing process improvements and collaborating across academic and administrative departments.
• Required Knowledge, Skills, and Abilities
• Thorough knowledge of registrar operations, including registration, transfer credit, grading, academic standing, degree audits, and degree conferral.
• Working knowledge of FERPA, academic records privacy, records retention, and applicable reporting requirements.
• Ability to interpret academic policies and translate them into accurate procedures and system configurations.
• Strong analytical skills and attention to detail, including the ability to investigate discrepancies and validate complex academic data
• Ability to lead staff, manage competing priorities, and maintain reliable service during periods of high demand.
• Demonstrated ability to manage projects, implement change and improve administrative processes.
• Strong written and verbal communication skills, including the ability to explain policies clearly and handle sensitive concerns with discretion.
• Ability to collaborate effectively with faculty, students, University leadership, technical staff, and external partners.
• Commitment to accessible, equitable, and culturally responsive student service.
• Understanding of and appreciation for Chaminade’s Hawai‘i setting and the students and communities it serves.
• Proficiency with student information systems, reporting tools, spreadsheets, document management, and collaborative productivity applications.
• Preferred Qualifications
• Experience with Ellucian Colleague, including a SaaS implementation or transition.
• Experience with Stellic, Coursedog, Transferology and National Student Clearinghouse services.
• Experience supporting undergraduate, graduate, online, adult or accelerated programs with multiple academic calendars.
• Experience supporting accreditation, academic policy review, data governance, and system integrations.
• Active participation in AACRAO or a related professional association.
• Physical Requirements

Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.

• Other Requirements
• This is a full-time, exempt position. Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required. Must be willing and able to work occasional nights and weekends and have a varying schedule when required
• Performs such similar, comparable, or related duties as may be assigned or required
• Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner
• The employee is expected to adhere to all University policies while employed. The policies can be found at https://chaminade.edu/compliance/resources/ or on the employee Share Portal
• Marianist Identity/Native Hawaiian & Pacific Island Serving

An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University. Understanding of and respect for the University’s designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.