Assistant Registrar for Compliance and NCAA Eligibility Official

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

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External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. 

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

This position is primarily responsible for leading and documenting internal and external compliance matters concerning student academic records. A significant compliance responsibility is certifying academic eligibility status of all student-athletes, managing and submitting annual reports concerning student-athletes, and ensuring the integrity of Wake Forest University in accordance with NCAA Division I bylaws and Atlantic Coast Conference (ACC) regulations.

Job Description

Essential Functions:

Compliance

• Identify potential areas to strengthen compliance; develop and implement corrective action plans to improve compliance practices.
• Identify and monitor regulatory changes concerning academic records and document them. Communicate impact and update policies and procedures to maintain compliance with federal, state, and external accreditor (SACSOC) requirements.
• Serve as the lead on matters related to FERPA, including annual notification to students, answering questions from the university community, and training of Office of the University Registrar staff and others.
• Collaborate with the University Registrar and the Athletics Department to ensure regulatory compliance with the NCAA and Atlantic Coast Conference (ACC).
• Coordinate with the Legal Department and Chief Compliance and Privacy Officer on subpoenas and other legal and compliance matters as related to the work of the Office of the University Registrar.
• Assist with coordinating internal audits, including responses and action plans for the Office of the University Registrar.

NCAA Athletic Eligibility

• In partnership with the Athletics Certification Committee, determine and certify eligibility for all student-athletes to participate in practice and competition. This includes initial eligibility certification for entering freshmen, transfer eligibility certification, continuing eligibility certification to ensure student-athletes are meeting progress-toward-degree requirements, and post-season eligibility certification.
• Review data from the NCAA Eligibility Center and NCAA Transfer Portal applications for incoming freshman and transfer student-athletes.
• Monitor academic standing, full-time enrollment status, and designation of a program of study of student-athletes as defined by NCAA bylaws.
• Establish and update appropriate reports, policies, and procedures (as needed) related to eligibility certification processes in coordination with the University Registrar and Faculty Athletics Representative.
• Maintain and apply knowledge of NCAA Division I bylaws to ensure institutional compliance.
• Consult with the Athletic Compliance Office for questions and interpretations of NCAA and ACC rules as needed.
• Monitor reporting for student-athlete transfer credit, registration changes, and grades that could affect eligibility.
• Review and approve requests for part-time enrollment status for all student-athletes, collaborating with the College and professional schools as needed to determine eligibility.
• Review and sign the Eligibility Report prior to each team’s first competition.
• Create and/or update policies and procedures documentation that directly relate to the academic eligibility process of student-athletes.

NCAA and ACC Reporting

• Ensure all student-athletes are flagged in the student-athlete information system (Workday) for accurate reporting processes.
• Manage, process, and submit all academic data for the Academic Progress Rate (APR) and Graduation Success Rate (GSR) reports in the NCAA Academic Portal for student-athletes in accordance with established NCAA deadlines.
• Generate honor roll reports for student-athletes.
• Serve as the Office of the University Registrar point of contact for internal and external NCAA audits.

Club Sports Eligibility

• Determine eligibility for Wake Forest club sports teams to participate in practice and competition.

Student Support and Related Responsibilities

• Support student-athletes and athletic counselors in registration activities.
• Support transfer student-athletes by working with Student-Athlete Services, Admissions, and the Assistant Registrar for Transfer Evaluation to facilitate a smooth transition for incoming transfer student-athletes. Advise students on the process for requesting transfer credit evaluations.
• Update athletic team assignments in the student information system (Workday) for student-athletes.
• Serves as the point of contact between the Office of the University Registrar and Student-Athlete Services, with regular meetings to identify and resolve issues and improve the experience of student-athletes with university business processes.
• Coordinate with multiple staff in the OUR, the College academic departments, the College dean’s office, and the professional schools to ensure student-athletes are in compliance with university policy. This includes analysis of transcripts, degree audits, and other data to determine NCAA eligibility and progress towards degree. It also requires developing relationships with key personnel in those units to facilitate communication and workflow to ensure student-athletes meet and maintain compliance requirements.
• Collaborate with university support offices on matters related to student-athlete eligibility, including Academic Advising, Admissions, Financial Aid, Immigration Services and Support, and other units.

Registrar Responsibilities

• Serve as a resource for registrar staff who are responsible for registration, declarations and changes to programs of study, and academic progress and graduation as related to student-athletes.
• Collaborate with others in the Office of the University Registrar to understand the processes that affect student-athlete eligibility.
• Assistance with student-facing support for the Office of the University Registrar as needed.

Other Functions:

• Perform other tasks as assigned.

Required Education, Knowledge, Skills, Abilities:
 

• Bachelor’s degree or equivalent combination of education and experience
• Demonstrated experience identifying, analyzing, documenting, or responding to compliance issues related to athletic eligibility, FERPA, or other work of a university registrar’s office
• Strong organizational, time management, and record-keeping skills with keen attention to detail
• Excellent interpersonal and communication skills, both written and verbal, with the ability to collaborate with diverse stakeholders (administrators, staff, students)
• Demonstrated ability to interpret and apply policy
• Commitment to providing excellent student service
• Demonstrated ability to generate and analyze audits and reports

Preferred Education, Knowledge, Skills, Abilities:

• Master’s degree or equivalent combination of education and experience
• Experience using a student information system (e.g., Workday, Banner, PeopleSoft Campus Solutions) to view and update student records
• Experience determining and certifying eligibility for student-athletes
• Familiarity with NCAA Division I academic eligibility bylaws and compiling NCAA reports (APR/GSR)

Accountabilities:

• Responsible for own work.

Physical Requirements:

• Sedentary work primarily involves sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Environmental Conditions:

• No environmental conditions.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.

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