Job Description

Position Description

This position is designated to support the Workday planning and implementation team by assisting with operational responsibilities, allowing project team members to focus on project-related activities. Please note that this position is tied to the duration of the Workday Project. Continued employment is contingent upon the ongoing needs of the project, which is currently anticipated to conclude on or around June 30, 2027.

Reporting
to the Associate Registrar (temporary), the Registrar Systems Analyst serves the
office and campus constituents as a key student systems liaison and compliance
expert in the Office of the Registrar (OTR). Collaboratively guides and
prioritizes re-envisioning of existing processes across systems, operational reporting
and stewardship of the education record. Contributes to the unit's overall
technical strategic plan; provides operational data reporting and data analysis;
and serves as an alternate liaison with Information Technology Services (ITS)
regarding security roles and access to student information systems. Serves as
the FERPA compliance expert and as the primary steward for the maintenance and accuracy
of the academic record. Ensures timely compliance reporting to national
organizations and accreditors. 

Student Information Systems (SIS) Stewardship (40%)

  • Develop and apply a comprehensive knowledge of existing SIS functionality and data, its relationships and functions within the Student, Faculty, and Staff domains.
  • Work with the Associate Registrars and Interim Deputy Registrar to streamline, improve and document all new and current SIS processes and procedures, including but not limited to Jenzabar and J1 Web and Infomaker applications, Ellucian’s Colleague application (Power BI, Slate, E-trieve modules, SSRS, Heliocampus, National Student Clearinghouse, Paradigm, Jira, Confluence and other products related to registrar responsibilities that interface with the SIS applications on both First Hill and South Lake Union campuses.)
  • Creating registration tables, assigning student accounts to appropriate groups.
  • Systems Administration, Security Administration. Retention schedule and policies, GE/FVT reporting.
  • Supports the Associate Registrars and Interim Deputy Registrar with operational execution of processes that support registration including special student populations, grading and curricular change. Provides support for system implementations, integrations, and maintenance and testing of new and current technologies. Provide the training, testing and documentation of new business process solutions and enhancements for new and current OTR staff.
  • Serves as a cross-functional liaison with ITS and fosters a collaborative working relationship with their unit. Attends ITS and Decision Support (DS) meetings as a delegate as needed to ensure OTR needs are communicated and coordinated within the context of ITS activities and projects.
  • Serves as the alternate Registrar applications administrator provisioning user access to authorized domains and business objects, assists with business process troubleshooting and routine system testing.

    • Reporting (30%)

  • Assists Associate Registrars in the development of reports using Infomaker, BI Reporting, SQL, or Jenzabar and Colleague while adhering to established reporting standards and processes. Develop a close, collaborative, and ongoing working relationship with ITS and DS.
  • Generates data reports based on an established schedule and as requested by the Associate and University Registrars.
  • Work with academic units to remedy issues with reporting and correction of other data inconsistencies identified with operational reporting.
  • Ensures the accuracy of required reporting, ad hoc reporting requests, analysis of operations and business processes, troubleshooting, problem resolution, and other duties as assigned through validation and testing processes. In collaboration with DS provides customer service and training to campus constituents about where they can access data that is commonly available.
  • Develop comprehensive knowledge of Jenzabar and Colleague business objects and data sources. In collaboration with the team, develop e-forms and online workflows using E-Trieve imaging system modules to streamline administrative processes within the SU community. Ensure that system user documentation such as job aids and reference guides are continually maintained and up to date in Confluence.

    • Compliance and Records Management (20%)

  • Coordinate FERPA certifications and requests for information. Oversees the maintenance of student records, ensuring data integrity and compliance with institutional policies and regulatory requirements. Implement quality control procedures to regularly review and verify the accuracy of student records.
  • Shares responsibility for various National Student Clearinghouse enrollment-related compliance items, including degree and enrollment verifications, Solomon Act reporting, FERPA requests for information, gainful employment reporting, and a variety of other compliance-related items. Demonstrate expert knowledge in application and enforcement of FERPA.
  • Ensure that the campus is well-supported, well-informed, and trained in appropriate practices and FERPA laws associated with academic records. Makes recommendations to the Registrar regarding policy development and maintenance associated with academic records.

    • Other Duties (10%)

  • Assist in training, special projects and/or activities as needed including Workday Student and Commencement.
  • Perform other work as directed by the Associate Registrar and/or Interim Deputy Registrar.

    • Qualifications


  • Bachelor’s degree in a relevant field. Seven years’ experience managing student records in a higher education setting in an enterprise resource planning (ERP) system.
  • Experienced knowledge of federal, State, agency and university policies, and operational procedures for a university’s Office of the Registrar, including the management of grading, historic records, degree clearances, NSC reporting and the production of academic transcripts, enrollment certifications, and degree verifications.
  • Experience with records management and retention schedules and the application of FERPA laws. Abide by FERPA and other policies related to confidentiality of data and records.
  • Command of the standard Microsoft Office suite of products, extending to Microsoft SharePoint and query building skills in Microsoft Excel.
  • Understanding of complex data sets and how to build and maintain reports using that data.
    Able to collaborate with constituencies across campus to support information needs, including clear, precise communication and flexibility to adjust as needs change.
  • Demonstrate a willingness and ability to learn and quickly adapt to new technologies, business processes, and procedures; the willingness to contribute to any office process during periods of peak demand.
  • All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.

    • Preferred:

  • Master’s degree.
  • Knowledge of enterprise resource planning applications used in the higher education field.
  • Experience with Jenzabar, J1 Web, Ellucian Colleague, Slate, Tableau, Power BI, Infomaker, advanced Excel and other reporting and workflow applications.
  • Experience with form-building, databases and working in a SQL environment.

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