Registrar Program Manager

Updated: June 14, 2019
Job ID: 214892
Status: Full-Time
Regular/Temporary: Regular
Location: San Antonio, TX, United States

Join the HJF Team!

HJF is seeking a Registrar Program Manager (PM) to support the Office of the University Registrar within the Vice President, Finance and Administration Department at the Uniformed Services University of the Health Sciences (USU) regional campus located at JBSA Fort Sam Houston in San Antonio, TX. HJF provides scientific, technical and programmatic support services to Vice President, Finance and Administration Department. This position requires US Citizenship. 

Responsible for providing quality control and oversees day to day customer service outcomes. This role serves as a hands-on adviser for USU leaders in the areas that require redesigning of academic records business processes. The PM manages registrar’s office process improvement and assists in the analysis and implementation of quality improvement at all campus locations.  The PM will provide expertise in university academic record management and best practices in grading, transcripts, record retention, graduation and process mapping.  Furthermore, the PM will develop, analyze, evaluate, and mentor registrar staff on improving the effectiveness of current and proposed processes to meet their actual or potential objectives. 


  1. Manage and assess daily customer service request methods for process improvement, organization design, organizational change management, and performance optimization.
  2. Provide and strategic counsel to the staff of the University Registrar’s Office in conducting meetings, training, reviewing documents, process mapping, composing reports and project plans, completing projects and coaching responsibility centers to improve effectiveness.  
  3. Assist the Assistant Vice President of Academic Records/University Registrar in the management and administration of regional campuses, as needed.
  4. Mentor and coach staff in project work, helping them understand and use registrar best practices for successful and timely completion of projects.
  5. Coordinate the indexing, imaging and centralization of all legacy records as well as identify and develop future record practices for all academic records for the university.
  6. Work closely with Information Technology to troubleshoot, enhance and automate best business practices as well as support the student information system (SIS), learning management system (LMS), and other ancillary software managed by the Registrar’s Office at all campuses.  
  7. Monitor the grade collection process and proactively inform Deans of outstanding items via reports and reminders. Assure quality control with program policy and SIS setup.
  8. Monitor and communicate requirements, report outcomes, and make recommendations for process improvement projects/initiatives to the Assistant Vice President of Academic Records/University Registrar.
  9. Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:  Knowledge of higher education student records management; successful experience supervising and coaching staff; ability to design and implement process change; ability to meet deadlines of projects; ability to write reports and analyze date; excellent communication, and interpersonal skills; ability to work completely independently; and ability to use sound judgment.

Minimum Education/Training Requirements:  Master’s degree in related field or equivalent experience. Graduate degree desirable.

Minimum Experience:  6-8 years in Registrar’s Office supervision with professional school experience.

Required Licenses, Certification or Registration:  Project Management Professional (PMP) certification desirable.  Six Sigma certification desirable.

Supervisory Responsibilities/Controls:  Serves as a subject matter expert and senior advisor to the Assistant Vice President of Academic Records/University Registrar.

Work Environment:  Office environment. Position will require occasional telework/remote conditions. Position will require occasional travel to USU’s main campus in Bethesda, MD

Travel:  Domestic travel will be required.

Background: US Citizenship Required. Eligibility to obtain a Common Access Card (CAC); eligibility to obtain and hold a Public Trust background.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.  

HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.