Registrar/Program Manager

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

This is a new position responsible for the implementation of a centralized Office of the Registrar at City of Hope. The Office of the Registrar in facilitating the attainment of campus strategic goals and initiatives by providing the academic and administrative infrastructure necessary to serve students on and off campus. Under the direct supervision of the Director, Library Services the Registrar/Program Manager is responsible for admissions and registration services for all City of Hope education programs, including fiscal management, leadership, planning and organization of admissions, registration, transcript processing, graduation and certification, and coordinating IT support for the registrar's system. Provide the academic and administrative infrastructure necessary to serve students on and off campus. The position works closely with students, faculty, and others involved in the educational programs of the institution, and links students, faculty, and staff with information, technology, and services that support and enhance the educational experience at City of Hope.

Essential Functions:


Enrollment Management

  • Creates and maintains accurate and complete student data within the student information system.
  • Conducts degree audits and interim reports to ensure that student requirements are met.
  • Manages student records to ensure compliance with FERPA and other federal, state and institutional guidelines.
  • Serve as the principal source of information on administrative, academic data and records, and procedural matters to assist educational program directors, faculty and students, the US Department of Education and other agencies.
  • Determine students' graduation eligibility; plans commencement activities.
  • Problem solve the research, analysis, and resolution of student disputes as they relate to records and registration.
  • Collaborate with administrators to facilitate and improve services to students.
  • Maintain academic calendar, course catalog, grades, student files and transcripts with accuracy and completeness with state and federal regulations and guidelines.

  • Provide guidance related to academic standards, management of student records, program planning, and policy assessment.
  • Develops, implements, and oversees the administration of academic policies and procedures for educational programs. Ensures compliance with guidelines, policies and standards. Troubleshoots issues to maintain the integrity and standards of programs.
  • Participates in educational program governance.
  • Oversees and coordinates interdepartmental activities to ensure compliance with all applicable laws, regulations, and guidelines for federal, state, and funding agencies.
  • Provides data and reports to the Department of Education, educational accrediting organizations, and public and private funding agencies.
  • Periodically assess, modify, and implement best practices in registrar functionality.
  • Manages office budget and fiscal activities.

  • Maintains a professional rapport and communicates effectively in writing and in person with students, faculty, program directors, and agency personnel. Demonstrates sensitivity to needs of students and staff. Maintains confidentiality of information regarding students and faculty.
  • Facilitates in the exchange of student information with other educational institutions.
  • Liaison with groups providing financial aid, student loans, and government reporting and compliance matters.

Institutional Research and Assessment
  • Distributes and tabulates results for instructor/course/annual/alumni surveys and evaluations. Works with educational program directors on making data-driven decisions to improve student teaching and learning.
  • Analyzes statistical data on registration for administrative use in formulating policies and preparing reports to senior management and departments within City of Hope.
  • Supports educational program directors in reporting to accreditation bodies for specific programs.

Information Services
  • Coordinates, modifies, and enhances technological services for the Office of the Registrar, including the student information system.
  • Manage and update website of educational programs in City of Hope.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, includingadherence to theworkplaceCode of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

The following Pillars in Action are the behaviors that accelerate our impact as we deliver on our Vision and Strategic Priorities:

SPEED. We move with speed.
  • We execute with a sense of urgency.
  • We learn quickly and adjust course.
  • We take ownership and eliminate bottlenecks and barriers.

FOCUS. We act with discipline and focus.
  • We own City of Hope's enterprise priorities.
  • We deliver measurable results.
  • We explore ideas broadly, and commit to ideas selectively.

ENTERPRISE. We behave as one enterprise.
  • We work together, not in silos.
  • We stand by each other and our decisions.
  • We encourage innovative thinking and embrace responsible risk taking.

CONNECTEDNESS. We connect and network.
  • We attract and collaborate with diverse talent.
  • We connect and extend our relationships.
  • We welcome and embrace external partners.

SPONSORSHIP. We trust and sponsor.
  • We value and inspire each other.
  • We extend trust.
  • We sponsor each other's success.

Position Qualifications:

Minimum Education:
  • Bachelor's Degree
  • Experience may substitute for minimum education requirements.

Minimum Experience:
  • 5 years business administration experience in an academic research or healthcare environment; including budget and grant administration and personnel management.

Required Courses/Training:

Req. Certification/Licensure:

Preferred Education:
  • Master's in Science, Education, or Business, or Ph.D.
  • An understanding of graduate and continuing professional education.
  • Experience in managing a student information system.

Preferred Courses/Training:

Pref. Certification/Licensure:

Preferred Experience:

  • A high level of professional integrity and a commitment to strict confidentiality
  • Excellent written and oral communication skills, listening skills, and tact
  • Skill with databases, reporting tools, and basic desktop applications
  • Comfortable with changing technology
  • Knowledge of basic statistical analysis and statistical reporting tools
  • Highly organized and quickly adaptable to change
  • Strong analytical skills and attention to detail
  • Ability to take direction, work effectively as a team member, and share information
  • Ability to work calmly under pressure, good humor, flexibility
  • Willingness to work occasional nights, weekends, and holidays
  • Demonstrated experience in budget and grant administration
  • Demonstrated experience in financial and personnel management



Working / Environmental Conditions:

Physical Demands:

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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