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Requisition ID:  118329

Associate Registrar, Compliance, FERPA, Special Projects

The Office of the Registrar is seeking an Associate Registrar, Compliance, FERPA, Special Projects who will report to the Associate Vice Provost and University Registrar and will focus on university wide registrar’s office compliance, develop and implement student services process, policy, organizational and technological enhancements, and maintain the registrar’s office operational procedures.


Under the leadership of the Associate Vice Provost and University Registrar, the Associate Registrar will serve as a subject matter expert on data compliance and will be responsible for accuracy and quality control, and will be expected to support the mission and the goals of the Office of the University Registrar and university by ensuring that records are managed in an efficient, accurate, and compliant manner. They will provide functional leadership to propose and advance processes, systems, and reports that support a sophisticated data-driven environment with accurate and robust information to support university-wide decisions. They will be a knowledgeable source of information regarding the policies, procedures, rules, and regulations that affect their functional area and serve as a primary point person for the divisions and the Student Enrollment and Account Management (SEAM) organization, which is a central hub for many student services, including registration.


They must be able to produce high-quality written reports and present complex information to colleagues and university leadership effectively. As a key member of the Office of the University Registrar’s team, this position will serve as the primary source of information for university-wide policies and remain informed of all policy and bylaw changes

that affect student records.


Specific Duties & Responsibilities


FERPA

  • Serve as lead functional contact for the Family Educational Rights and Privacy Act (FERPA), collaborating with the Office of General Counsel, Information Technology, Institutional Risk Management, divisional records offices, and other partners on FERPA policy/procedure/processes and guidance for the university community.
  • Oversee university FERPA training, including presentation of custom information sessions.
  • Work in partnership with General Counsel, Information Technology, Institutional Risk Management, and other partners to address FERPA concerns and potential violations within the university.
  • Oversee student-facing FERPA request processes and request tracking, collaborating with academic divisions and university functional offices to fulfill requests in adherence with the regulations.
  • Collaborate with General Counsel on FERPA-related matters and other student record issues, including interpreting and fulfilling FERPA requests, handling court orders/subpoenas/documents for litigation involving students, audit compliance, PhD unionization, and other sensitive/complex scenarios.
  • Serve as area risk officer for university vendor contracts involving students/student data that are submitted to University Procurement; collaborate with General Counsel, IT, Procurement, vendors, and other partners to identify, negotiate, and resolve FERPA compliance, data privacy, and system/solution duplication concerns as applicable.
  • Assess human subjects research projects submitted to JHU’s Homewood Institutional Research Board (IRB) that utilize student data for FERPA compliance; collaborate with other stakeholders as necessary to address FERPA compliance requirements.
  • Evaluate new and existing integrations between JHU’s Student Information System (SIS) and external systems for FERPA compliance; collaborate with university/divisional functional & technical offices and external vendors to address concerns and confirm appropriate data usage and transfer.
  • Evaluate internal/external data requests for FERPA compliance; collaborate with Office of the University Registrar data and reporting team, academic divisions/university functional offices, and other partners to address compliance concerns and advise on compliant data usage and/or alternative data sources; coordinate with Institutional Research and other data teams to interpret and facilitate responses to regular, urgent, and high-profile data requests.
  • In partnership with the University Registrar, oversee SIS role security and collaborate with university/divisional functional & IT staff to determine correct system roles based on user job needs; work with data teams to provide FERPA-compliant data extracts/reports as alternatives to direct system access; conduct regular system access audits.


Compliance & Special Projects

  • Responsible for the day-to-day assessment of campus academic record compliance and recommend and implement continuous improvement efforts, to include, but not limited to,
  • Evaluate the effectiveness of existing policies and procedures and recommend changes as necessary.
  • Create, publish, and maintain university-wide operational procedures and guidelines for student and academic record-related matters in collaboration with the full range of university staff, including divisional records teams and their leadership, Information Technology, General Counsel, Institutional Risk Management, and other partners; review/validate university-wide policies in JHU’s Academic Catalogue.
  • Ensure the accuracy of student records and grading each semester by coordinating audit reports and other quality assurance checks of student records.
  • Ensure compliance with the University and the State of Maryland records retention policies by using professional resources to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.
  • Coordinate cross-functional compliance projects and collaborate with university compliance partners to fulfill compliance-related obligations, including those related to JHU’s union collective bargaining agreement, academic MOUs, and regulations/requirements for the Department of Defense MoU.
  • Maintain a thorough knowledge of academic policies and University data systems and provide training for the relevant members of the campus community on topics such as FERPA, academic policies, and university student systems.
  • Provide statistics and associated analysis, with appropriate policy and procedure recommendations based on those statistics.
  • Conduct various internal audits to ensure data integrity across all schools.
  • Collaborate with campus partners, including Academic Advising, to ensure compliance with degree completion requirements.
  • Represent the office of the university registrar for various compliance projects (as assigned).
  • Collaborate with the Student Enrollment and Account Management (SEAM) functional leads on compliance-related matters and make recommendations for continuous improvements to compliance-related functions.
  • Represent the Office of the University Registrar in various compliance-related meetings.
  • Collaborate with Associate Registrars in the Office of the University Registrar in all compliance matters, including website management.
  • Support the University Registrar in managing special projects as assigned.


Special Knowledge, Skills, and Abilities

  • Ability to work with flexibility, efficiency, enthusiasm, and diplomacy both individually and as part of a complex team effort.
  • Excellent leadership and analytical skills, excellent problem-solving and critical thinking skills, and strong written and oral communication and presentation skills. Interpersonal skills and the ability to interact comfortably with diverse groups of people at various levels within the organization.
  • Advanced organizational skills and the ability to manage multiple projects/assignments simultaneously in a fast-paced work environment.
  • Capacity to quickly earn the trust of others, facilitate meetings, and develop positive working relationships across the organization.
  • Experience auditing processes and records, and successfully executing business process redesign, requirements gathering/analysis, and data gathering and analysis responsibilities
  • Well-developed interpersonal skills and ability to communicate effectively both orally and in writing.
  • Functional experience with Student Information Systems and Microsoft Office Suite of programs (Word, Excel, Access, SharePoint, etc.) is strongly preferred.
  • Functional experience with OnBase or other document imaging software is strongly preferred.
  • Knowledge of FERPA (Family Educational Rights and Privacy Act) and all laws, rules, and regulations related to JHU policies is desired.
  • Strong planning and organizational skills, and ability to manage competing priorities and work independently. Demonstrated initiative, judgment, confidentiality, and discretion when dealing with sensitive issues. Accuracy and attention to detail in all aspects of the position.
  • Ability to work collaboratively and effectively with all offices on and off campus, and with external contacts.
  • Ability to analyze and resolve issues, including student data issues.
  • Ability to collaborate and problem-solve regarding business process improvements and innovative solutions, and to oversee implementation of new solutions or systems.


Minimum Qualifications
  • Bachelor’s Degree.
  • Minimum of five (5) years related work experience demonstrating increasing responsibility.
  • Additional education may substitute for required experience, and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Master’s Degree preferred.
  • Experience in higher education, registration analysis, project management, student services (particularly registration, degree clearance, FERPA, and/or consulting) is desired.
  • Prior experience with JHU’s Student Information System (SIS) would be beneficial but not required.

 

 

Classified Title: Associate Registrar 
Job Posting Title (Working Title): Associate Registrar, Compliance, FERPA, Special Projects   
Role/Level/Range: ACRP/04/ME  
Starting Salary Range: $64,600 - $113,300 Annually ($91,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Mon - Fri, 8am to 5pm 
FLSA Status: Exempt 
Location: Hybrid/Homewood Campus  
Department name: University Registrar   
Personnel area: University Student Services 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Hybrid: On-site 1-2 days a week

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