Assistant Registrar

Summary and Scope of Position:

Responsible for assisting in the coordination of the functions of the Registrar’s Office, including the systems related to academic records, student registration, and academic scheduling. Supervises all office functions, including transcript and transfer credit duties.

Specific Responsibilities:

Office Coordination and Support:

• Assist the Registrar in coordinating all functions of the Registrar’s Office to ensure seamless operations and alignment with institutional policies.
• Collaborate in the development and implementation of office procedures to improve workflow efficiency and service delivery.
• Handle correspondence, scheduling, and telephoning for the Registrar, ensuring timely communication and response to inquiries.
• Maintain office reports, logs, and files for reference and audit purposes.
• Maintain a student-centered registrar’s office while adhering to academic policies and institutional standards.

Registration and Records Management:

• Coordinate registration processes and assist in resolving registration-related issues for students, faculty, and staff.
• Maintain and update student records and transcripts with accuracy and confidentiality.
• Primary responsibility for checking degree requirements and coordinating the verification process.
• Oversee the preparation of the graduation list, diploma orders, and grade entry, ensuring data accuracy and timely processing.
• Coordinate grade changes, following established policies and procedures.
• Assist in developing and maintaining a comprehensive registration calendar to align with academic schedules and key institutional deadlines.

Data Management and Reporting:

• Responsibility for input of Study Abroad transfer credit information and monitoring compliance with academic policies.
• Prepare and distribute routine and ad hoc reports to support academic planning and decision-making.

Curriculum Implementation and Academic Initiatives:

• Implement curriculum changes associated with the College’s strategic curricular and co-curricular APEX: Applied. Professional. Experiential initiative.
• Collaborate with academic departments to communicate curriculum changes and ensure alignment with degree requirements.
• Support the integration of experiential learning data into academic records to track student progress and completion.

Technology Integration and Process Improvement:

• Maintain proficiency in information technology relevant to registrar’s office functions, including student information systems Ellucian Colleague), degree audit tools, and reporting software.
• Identify opportunities for implementing new technologies to enhance data accuracy, registration processes, and student service delivery.
• Participate in training sessions to stay updated on evolving technology platforms and reporting tools.

Student and Faculty Support:

• Assist and advise students and faculty regarding academic records, degree requirements, and registration procedures.
• Respond to inquiries from students, faculty, and parents, maintaining a high standard of customer service.
• Facilitate workshops or informational sessions on registration, degree audit tools, or other relevant topics to educate the campus community.

Compliance and Policy Implementation:

• Ensure adherence to academic policies related to registration, grading, and degree certification.
• Assist in reviewing and updating registrar office policies to maintain compliance with institutional and accreditation standards.
• Participate in audits to verify the accuracy of academic records and ensure compliance with FERPA and other regulatory requirements

Qualifications:

• Two to five years registrar’s related experience
• Bachelor’s degree preferred
• Excellent database, interpersonal, written and oral communication skills