Associate Provost and University Registrar
College of William & Mary
William & Mary, a premier public research university with nationally ranked undergraduate, graduate and professional programs, seeks an innovative and visionary new Associate Provost and University Registrar.
William &Mary, located in historic Williamsburg, Virginia, has been many things over the course of its 330-year history, but never has it been as vibrant, innovative and engaged as it is today.
William & Mary students shine brighter than ever. They come with impressive test scores, but even more impressive ambitions. They’re ready to be challenged inside the classroom and out. They see William &Mary’s historic dedication to community service and sustainability and can’t wait to put their considerable talents to work on tough, real-world problems.
Building on the core value of diversity, William & Mary strives to be a place where equity and inclusion are integral parts of all that we do. We work to create a community that is representative of individuals with different backgrounds, talents and skills.
William & Mary is proud of its hometown of Williamsburg and is constantly looking for innovative partnerships that contribute to the booming economic development of the Williamsburg region and the state of Virginia as a whole.
The Opportunity: Position Summary – Associate Provost and University Registrar
Reporting to the Vice Provost for Academic Affairs and working closely with deans, faculty, administrative colleagues, staff, and students, the Associate Provost and University Registrar provides leadership to the Office of the University Registrar and the Office of Institutional Accreditation and Effectiveness. The Associate Provost and University Registrar also coordinates the university’s centralized efforts in non-credit record-keeping and graduate admission processing and provides academic administration services as part of the Provost’s Executive Team. In this role, the incumbent serves on numerous policy-level committees and provides guidance on specific areas of expertise. This is a professional position at William & Mary and a member of the President’s Cabinet.
The Associate Provost and University Registrar implements and enforces academic policies and federal and state laws; adapts operations to academic needs; provides information for institutional planning; shepherds student data throughout the information systems ecosystem; and evaluates administrative processes to identify and act on opportunities for improvement.
University Registrar’s Office
The University Registrar’s Office is central in the creation and maintenance of academic records, development and administration of curricular matters, and management and planning of course offerings across William & Mary. Seventeen registrar team members coordinate enrollment and degree verifications, student records and transcripts, transfer credit, domicile/tuition eligibility, veterans’ benefits, certification of NCAA eligibility, academic scheduling, and faculty/staff/student use of and access to numerous enrollment-related systems.
Office of Institutional Accreditation and Effectiveness (IAE)
The Office of Institutional Accreditation and Effectiveness leads and coordinates William & Mary’s compliance with the Principles of Accreditation for the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC); the assessment of curriculum, student learning, and administrative effectiveness; the institutional change process, to include shepherding approvals for academic program changes and other activity through the State Council of Higher Education for Virginia (SCHEV); and institutional eligibility for NC-SARA. IAE currently has four staff members, with an additional staff member to be added to the team.
Since most faculties and schools are individually responsible for the admission of their graduate students and the administration of their non-credit activities, many processes are decentralized to the schools. However, certain elements of graduate admission and non-credit enrollment, especially those related to data and system utilization, are coordinated by the Associate Provost and University Registrar to ensure efficient service and reporting.
Associate Provost and University Registrar – Specific Responsibilities
- Serve as member of the Provost’s executive staff and President’s Cabinet
- Ensure the integrity and preservation of the university’s academic records
- Understand and ensure institutional compliance with the Family Educational Rights and Privacy Act and related regulations for student records and with SCHEV, SACSCOC, JLARC, IPEDS, NSF, and related regulations.
- Develop and execute goals, planning, policy and procedures in accordance with the university’s Mission and Vision; and manage the Offices of the University Registrar (UReg) and Institutional Accreditation & Effectiveness (IAE) in a way that ensures excellence, accuracy, flexibility, and exceptional service. Provide strong staff development and maintain compliance with internal and external regulations.
- Serve as an academic and administrative leader throughout campus, with service on or representation to numerous committees, including:
- Academic Calendar Advisory Committee (chair)
- Assessment Steering Committee
- Commencement Policy Committee
- Residency Appeals Board
- Advisory Committee on Space Management and building committees
- Data Governance Advisory Committee (co-chair) and other technology governance groups
- Accreditation Task Force and related ad hoc groups
- A&S Committees on Educational Policy, Degrees, and Academic Status
- School of Business ad hoc and standing committees
- Serve as student data steward within the university’s data governance structure; this includes leading the establishment and enforcement of data standards, ensuring data security from a functional perspective, and ensuring that data are available in query and report form for data-driven decision-making.
- Serve as resource person for SCHEV IPAC and for W&M’s SCHEV academic liaisons (vice provost for academic affairs and assistant provost for institutional accreditation and effectiveness – APIAE) and SACSCOC liaison (APIAE).
- Oversee strategic initiatives and special projects as necessary or assigned
- Develop and maintain excellent relationships with academic deans, faculty members, administrative colleagues, and student leaders and representatives.
2. Functional Responsibilities
- Creatively and constructively bring solutions to projects and problems that arise.
- Ensure compliance with state requirements and federal guidelines for reporting and records retention.
- Ensure compliance with SACSCOC Principles of Accreditation and SCHEV academic approval process.
- Manage office, diploma, and revenue budgets.
- Provide accountability and leadership over assessment, institutional accreditation, registration, academic calendars, admission data processing, scheduling, graduation, and curricular requirements with the five graduate schools. Specific responsibilities in those areas include:
- Registration and course enrollment
- Recording and reporting of grades
- Production and verification of academic transcripts, and certification of student enrollment status and degrees
- Production of Undergraduate and Graduate Catalogs, to include curriculum management and approvals, and academic policy representation
- Coordination of institutional change, to include academic/curricular additions and amendments; facilities and location changes; any other substantive changes; and course and program delivery
- Compliance with SACSCOC principles and processes of accreditation, SCHEV academic oversight policies and processes, and NC-SARA requirements
- Assessment of academic programs and curricula and of administrative units
- Scheduling and categorizing classroom space
- Transfer of academic credit
- Determination of eligibility for in-state tuition
- Certification of academic eligibility of NCAA student athletes
- Certification of eligibility for Veterans’ Administration benefits
- Certification of graduation and conferral of degrees
- Maintenance of the Degree Evaluation system
- Maintenance of Non-Credit student data in Banner for applicable programs
- Development of and training on procedures for admission data entry in the CRM and Banner, and for the transfer of data and images from the CRM to Banner and to the official student record
- Data integrity efforts college-wide
- Institutional reporting and engagement with SCHEV, JLARC, IPEDS, USNWR, Fiske, Petersons, etc.
- Remain current on legislative, political, and regulatory developments that affect higher education and especially the management of functions central to institutional accreditation and effectiveness and the university registrar’s office.
- Actively contribute to the profession
- Actively contribute to the community
Associate Provost and University Registrar – Qualifications
- Master’s Degree required; doctoral degree preferred if in applicable area.
- Ten years of progressively responsible senior-level, institution-wide experience in academic administration or a closely-related area within higher education. Prefer experience as an institution’s chief registrar or accreditation liaison.
- Demonstrated leadership skills that include the ability to inspire, train, and lead colleagues in the production of successful work; collaborate effectively with various university constituents; work effectively with persons at all levels; communicate successfully; and develop, document, and improve processes.
- In-depth knowledge of academic administration and higher education protocol, including an understanding of academic governance, authoritative knowledge of registration techniques and records management, knowledge of institutional accreditation and effectiveness processes, and the laws and policies affecting the profession.
- Substantial experience with the development and maintenance of integrated information systems, both to manage student, academic, and curricular records and to support institutional accreditation and effectiveness. Data and process reporting experience is also required. Prefer experience with Ellucian Banner, Degree Works, Watermark, Campus Labs, SQL, Qlik.
- Commitment to global awareness and an appreciation for cultural diversity.
To Apply for the Associate Provost and University Registrar at William & Mary
This is a premier position at a premier institution. The salary is highly competitive and the benefits package provided by William & Mary has been rated in the top 10% of all institutions of higher education. Diversity is a core cultural part of William & Mary.
focusEDU (www.focusEDUnow.com) is assisting William and Mary with this search.
Please submit the following three documents: your letter of intent/interest: your comprehensive resume/CV: and the names and contact information for four professional references by the preferred applicant closing date of Friday, April 7, 2023. The position will remain open until the preferred candidate has been recommended by the Search Committee for hiring. References will not be contacted without your permission. Submit these three documents to:
Dr. Bruce Cunningham, co-Lead Search Coordinator
Mr. Herb Riley, co-Lead Search Coordinator
William & Mary Equal Opportunity and Affirmative Action Statement
William & Mary (W&M), including the Virginia Institute of Marine Science (the university), is committed to compliance with all laws, federal, state or local, that require equal opportunity or affirmative action and that prohibit employment discrimination on the basis of age, sex/gender, race, color, sexual orientation, national origin, religion, disability, protected veteran status and other protected classifications (Equal Opportunity Laws).