Associate Registrar for Exams and Grades - Georgetown University Law Center

Location
Washington D.C.
Posted
Apr 05, 2017
Closes
Jul 04, 2017
Function
Management
Industry
Education, Law
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Associate Registrar for Exams and Grades - Georgetown University Law Center

Georgetown Law. Tradition. Innovation. A superb faculty, hundreds of course offerings - and all of this just steps away from the Capitol and Supreme Court. Georgetown Law is an exceptional institution in an enviable location. Students come here from all over the world to study international or tax law, environmental or health care law (just a few of our specialties). They come here for our top-ranked clinics. Most of all, they come because this is the place where theory and practice meet. At Georgetown, students learn the law in the place where laws are made.

The Associate Registrar for Exams and Grades oversees the exam administration and grades processing activities, advises faculty exam and grading policies and processes, and enhances procedures and services to address emerging needs of the Law Center community. S/he works with the Registrars to develop and implement policies to meet the goals and mission of the Law Center and to ensure that students have met all University and American Bar Association requirements through advising and regular monitoring of their academic progress.  Reporting to the Assistant Dean and Registrar, the Associate Director has duties that include but are not limited to:

Exams Administration

Final Exam Administration

  • Manages the exam administration of more than 10,000 final exams per semester; communicates with professors throughout the semester regarding their plans for their exams; provides guidance to professors about appropriate format, length, and other details for their exams; and answers questions about laptop exams for professors who are deciding whether to allow students to use them for their exams.
  • Serves as a liaison between students and faculty members for exam issues, and clarifies format questions, materials to be used, and specific rules for take-home exams.
  • Resolves questions raised by students and/or proctors during examination administration, which may involve calling professors for clarification and making announcements in exam rooms; and oversees the supervision of 50-70 proctors each semester.
  • Reviews exams received by professors for formatting compliance, and communicates laptop usage information to students at least 24-hours prior to the original exam administration, as well as take-home instructions to first-year students at least 24-hours prior to the original exam administration.
  • Serves as liaison between the Registrar's Office and the technical teams at the Law Center and on Main Campus in identifying and implementing software, applications, and systems in support of exam administration and grades processing.

Accommodated Exams

•             Oversees the interaction between the Exam and Grades Team and the Director of Disability Services, who determines students' specific accommodations; provides - during the exam period - the Director of Disability Services with exam materials and rooms; oversees the coordination of various aspects of the exam administration to ensure that all students have access to all exam updates/errata.

•             Whenever possible, ensures that there is no indication to faculty that exam accommodations were made by having these exams delivered to professors with the rest of the students' exams.

Mid-Term, Mini-Course, and early Exam Administration

  • Oversees the Manager of Exam Administration in administration of all mini-course exams and any mid-term exams during the academic year; and consults with the Offices of JD Academic Services and Graduate Programs in determining appropriate dates for mid-term exams in order to accommodate the professors' teaching schedules, to ease administration, and to avoid conflicts with other courses.
  • In conjunction with the Assistant Dean and Registrar and the Legal Research and Writing Program faculty, coordinates the exam needs for the first-year courses in Legal Research and Writing and Legal Practice - determines appropriate dates and times for in-class exams, keeping in mind any obvious course or external conflicts, coordinates submission dates of both Fall and Spring Legal Research and Writing take-home exams, coordinates with Academic Records Coordinator in charge of take-home exams to log in all of the exams to ensure every student has taken/handed in an exam, and refers students with outstanding exam issues to Manager of Registration and Commencement and Certifications and Audit Specialist for follow-up.

Exam Conflict/Deferrals

  • Oversees the Exam Conflict/Deferral processes.  Oversees the Manager of Exam Administration, in the administration of the Faculty's Exam Conflict Relief Policy.  Oversees the exam relief requests for rescheduling purposes from approximately 500-700 students per semester.  Responds to complaints from students who do not like the rescheduled dates or wish to self-schedule the exam.  In conjunction with the Registrar, approves exam deferral requests which may fall outside the stated Exam Relief Policy.
  • Oversees the changes to exam schedules and numbers of rescheduled exams for the purposes of room and proctor availability.

Exam Review Process

Oversees the Exam Review Process in conjunction with the Manager of Records and Veteran Services.  Manages an organizational system for logging in and storing the exams, papers, and feedback so that student requests to review their examinations are processed in a timely and efficient manner - tracking 8,000 exams in 150 different courses, as well as seminar papers; ensuring that all logs referred to by the students are up-to-date and accurate; collecting requests, sometimes as many as 250 per day; and pulling exams and filing them at a designated location for student pickup.

Grades and Academic Honors

Grades

  • Manages the Manager of Records and Veteran Services in ensuring accuracy of the grades process, including production of exam numbers, pass/fail processes, application of grade sanctions, honors calculations, postings to students' transcripts and appropriate website(s), and academic prizes and awards.
  • Provides grading guidance to faculty and serve as first point of appeal for students who wish to challenge the validity of their grades.
  • Serves in an advisory capacity to both students and faculty regarding the grading process, and consults with professors about a wide variety to student grade issues; and advises students on matters such as the anonymous grading process, the status of professors' grades, the Law Center's grade change policy, and pursuing a professor to review exams.
  • Oversees the process for ensuring accurate recording of grades - for example, accurate and timely updates to data entry of late grades and withdrawals, tracking and follow up of grades that are not reported.
  • Manages the process for ensuring that all grade sanctions and faculty-approved grading penalties are recorded in a timely manner for reporting to the Ethics Counsel, the Chair of the Professional Responsibility Committee, and individual faculty at the end of each semester.

Academic Honors and Prizes

  • Oversees the process for determining winners of a variety of academic prizes conferred by the Law Center and outside companies - notifying students and sponsoring companies of the results, and ensuring that proper awards are made in a timely manner so that students may enter their prize status on resumes in advance of their interviews.
  • Ensures that the Manager of Records and Veteran Services establish personal working relationship with the administrative officers of the companies and law firms that sponsor these prizes; annually provides an edited copy for the Georgetown Law Student Handbook and Prize Handbook; adjusts the award techniques to accommodate these companies' award policy changes on a yearly (or more frequent) basis; oversees the timely and accurate production of award letters to students which may require the Dean's signature, and accurate and timely submission of the list of award or prize recipients to the bestowing companies; and ensures that any relevant changes to awards and prizes are brought to the attention of the Assistant Dean and Registrar.
  • Maintains and employs expertise in Registrar's Office functions, including grades, transcripts, certifications and registration, and all office policies and procedures; answers questions if the staff person responsible for a particular area is absent, resolves the occasional discrepancy between policies, and deals with students dissatisfied with answers given to them by the support staff.
  • Interprets University and American Bar Association (ABA) regulations, and if s/he deems appropriate, waives office administrative policies and makes decisions in the absence of any policy, guideline or precedent; and drafts correspondence representing the Law Center for external and internal offices, organizations and individuals without further review.
  • Provides exam and grading guidance to faculty and serves as first point of appeal for students who wish to challenge the validity of their grades.

Communication with Students and Faculty

  • Maintains expertise in Registrar's Office functions, answers questions if the staff person responsible for a particular area is absent, resolves the occasional discrepancy between policies, and deals with students unhappy with answers given to them by the support staff.
  • Provides exam and grading guidance to faculty and serves as first point of appeal for students who wish to challenge the validity of their grades.

Office/Ad Hoc

  • Supervises Manager of Records and Veteran Services, and the Manager of Exam Administration; and conduct goals and accomplishment assessment and performance evaluations.
  • Serves on and attend Committee meetings as assigned and/or in the absence of the Assistant Dean and Registrar.
  • Serves as alternate back-up to Assistant Dean and Registrar on issues relating to business continuity.
  • Assists with orientation/registration activities.
  • Edits publications - for example, the Georgetown Law Student Handbook; Office of Admissions Administrative Procedure Booklet, Course Schedules; and Career Services' Employer's Guide.
  • Provides edits/updates to Registrar's Office website.
  • Ensures timely updates to position manuals, including timelines, screen shots, and step-by-step instructions on completing tasks for her/his position and those supervised.

Requirements

  • Bachelor's degree - preference for Master's or JD 
  • At least 3 years of progressively responsible management experience - preferably in a higher education setting
  • Academic and/or personal advising experience
  • A proven track record in project management
  • Ability to multi-task
  • Ability to negotiate positive outcomes in the midst of highly stressful situations
  • Proficiency in database management, including reporting/analysis
  • Exemplary organizational and problem-solving skills and a strong commitment to outstanding customer service
  • Exceptional verbal and written communication skills
  • Ability to work independently, yet collegially, with fellow staff members, students, faculty, and other administrators
  • Self-motivated with the ability handling multiple tasks simultaneously
  • Ability to maintain the confidentiality of sensitive information

Preferred qualifications

  • Working knowledge and prior use of Banner, Cognos, SQL, Microsoft Access, and other Microsoft Suite of products, database creation and management, and production of ad hoc programs
  • Technical knowledge and experience in systems used by higher education institutions

Submission Guidelines:

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Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex, disability status, protected veteran status, or any other characteristic protected by law.