Administrative Associate Sr - 22082BR

Administrative Associate Sr

Department: 
Law Administration
Location/Division: 
University of Kansas Lawrence Campus
Work Location Assignment: 
On-Site
Reg/Temp: 
Regular
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Registrar is responsible for all functions of the Registrar’s Office, including the maintenance of records for students enrolled in the J.D., 2-year J.D. and LL.M. and S.J.D. degree programs, as well as students enrolled in the eleven joint degree programs. Student records are also kept for the M.A. in Homeland Security program.

Job Description

Records System Management: Manages all components of record keeping for the law school including the archiving of student files. Plans initiates and prioritizes all aspects of class ranks at the end of fall and spring semester; checks and compares student records with the University Registrar’s office; compiles list of students who are given an academic warning, placed on academic probation, or excluded from further enrollment and reports this to the Associate Dean for Academic and Student Affairs; assembles documents for use by the Academic Committee in support of student petitions; generates and disseminates grade distributions for courses; creates and distributes exam numbers for all students each semester and summer, including mid-term exams; converts data for professors final grading process, including merging any mid-term scores with final exam scores; coordinates with the University Registrar’s office regarding changes to the My KU portal for the law school; executes daily requests for copies of unofficial academic records for current and former students; monitors these requests regarding validity and confidentiality. Supervises the compiling of academic information for nominations to various awards through the law school, including the CALI awards, and various other requests from the faculty, Associate Deans or Dean. Serves as the point of contact for the PeopleSoft student records management system. (20%)

Scheduling: Works with the Associate Dean for Faculty on the law school schedule of classes and exams for all law school courses, including block first-year student schedules. Coordinates classroom utilization, including computerized exam testing. Proofs and edits law school classes in enroll and pay and online University catalog to include current offerings and notifies University Registrar of further changes. (15%)

Student Advising: Advises students seeking a Juris Doctor, S.J.D and LL.M or joint degree with the Juris Doctor on numerous matters including course availability; scheduling; enrollment policies and procedures; University requirements; nonlaw course availability and policies regarding approval of theses courses; study abroad programs, including our own Istanbul and Ireland programs; fee payment; class ranks; grade distribution; requests for letters of good standing and forms for bar examiners; American Bar Association rules and requirements. Conducts formal advising sessions for law students with the Associate Dean for Academic and Student Affairs. Consults daily with any students seeking advice concerning their academic progress and keeps knowledgeable and abreast of campus referral resources that could be used by law students. (15%)

Law School Enrollment Management: Creates and disseminates enrollment instructions each semester to students; instructs students in the use of the online enrollment system; makes room and class size changes if enrollment dictates; verifies prerequisites have been met; enforces minimum and maximum hours policy; sets and institutes enrollment procedure and policy for the law school; advises students regarding add/drop. Coordinates enrollment appointments and time changes with the University Registrar’s office. Enrolls new 1L summer and fall starters in the PeopleSoft system and notifies them of any holds on their accounts. Reviews and acts on student requests to add restricted or closed classes. Reviews student requests for class substitutions and for other program deviations and advises students on procedures to obtain Associate Dean for Academic and Student Affairs’ approval. Interprets the University and law school’s policies and regulations regarding actions and consults with Associate Dean for Academic and Student Affairs as needed. (10%)

Graduation Requirements Verification: Reviews student records to determine all admitted students’ academic progress each semester; identifies those students as candidates for the Juris Doctor degrees each term. Reviews students’ progress toward degree and possible joint degree fulfillment to determine if requirements have been met, including the completion of the experiential course requirement and the writing-intensive course requirements. Informs students of potential problems or deficiencies in requirements. Does a final graduation check at term’s end and confirms degree requirements have been met. Provides the University Registrar with an accurate list of students receiving the Juris Doctor degree each term. (10%)

Certification and Statistical Information to State and Federal Agencies: Manages and oversees responses to requests from various state and federal agencies regarding students, including current and former students; prepared certifications for students who are eligible to sit for bar exams, qualify for student internships or temporary permits to practice law; gathers statistical data consisting of sensitive information for numerous surveys conducted by accrediting associations and professional organizations that the law school and/or university is affiliated with including the ABA, LSAC, and NALP. Tracks bar results for at least 70% of graduates to report to the American Bar Association for accreditation purposes. Monitors, compiles, and submits information to various state board of law examiners, including Kansas and Missouri Supreme Courts, and other licensing agencies, including legal intern certifications and bar applications. (10%)

Certificate Program Oversight: Checks requirements for issuing certificates for students completing the various certificate programs including Advocacy, Business & Commercial Law, Environmental and Natural Resources Law, International Trade and Finance Law, Media Law, Social Justice Law, Tax Law and Tribal Law certificate programs. Computes and maintains all statistical information on current students for internal use and use on various accreditation and annual surveys. Sends list of those who have completed certificates to the University Registrar for posting. (5%)

Study Abroad, LL.M., S.J.D., and 2-Year J.D. Programs: Tracks, monitors, and advises students enrolled in these programs and processes transfer credits that apply. Maintains files for LL.M. and S.J.D. students, advises them of enrollment procedures and scheduling and verifies completion of degree requirements for graduation. (5%)

Website Updating: Updates software linked with website and ensures that class schedules, room schedules and course descriptions are accurately posted on the academic section of the law school’s website. Compiles academic dates for posting to website calendaring system. Updates certificate requirements and compiles information from faculty to update curriculum guides posted on the website. Solicits and posts first day assignments on the website. (5%)

Employee Supervision: Interviews and hires employee; assigns and supervises daily clerical and secretarial duties for the Assistant to the Registrar. (5%)

Position Requirements

Position is located on-site at the Lawrence, KS campus.

Required Qualifications

1. High school diploma or GED equivalency and four years of office experience or four years of post-secondary education.


Preferred Qualifications

1. Prior experience with law school and/or higher education.
2. Strong organizational skills and the ability to handle and prioritize multiple tasks.
3. Ability to communicate effectively with diverse groups, including prospective students, current students, faculty, staff and other University personnel.
4. Minimum of two years of experience in a student online record system (i.e. PeopleSoft/Oracle or other similiar software).

Additional Candidate Instructions

Additional Candidate instruction: Complete and submit the online application. Include a cover letter, resume and the names/contact information for three professional references.

Review of applications will begin May 16, 2022 and will continue until a suitable candidate is selected.

Contact Information to Applicants

Leah Terranova
Associate Dean for Academic and Student Affairs
leaht@ku.edu

Advertised Salary Range

Minimum starting $35,984

Work Schedule

M-F; 8am-5pm

Application Review Begins

16-May-2022

Anticipated Start Date

31-May-2022

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Posting Information
Posting ID:
22082BR
Department:
Law Administration
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
On-Site
Reg/Temp:
Regular
Employee Class:
U-Unclassified Professional Staff
Application Review Begins:
16-May-2022