Assistant Registrar

Job Summary

The Assistant Registrar supports the Office of the Registrar by managing student records and ensuring compliance with data privacy regulations. This role serves as the primary contact for the National Student Clearinghouse, Veteran Administration, and SEVIS for international students. Key responsibilities include overseeing registration, course scheduling, graduation audits, and enrollment verification. The Assistant Registrar works closely with Deans and Assistant Deans to maintain accurate course schedules. The role is essential in maintaining compliance with university policies, procedures, and regulations related to the Registrar’s Office.

Responsibilities

· Maintain accurate and up to date student records

· Ensure compliance with FERPA and other relevant regulations regarding data privacy and security

· Serve as the primary institutional contact for the National Student Clearinghouse and oversee the data transmission process of student records to the Clearinghouse for processing

· Serve as the School Certifying Official for veteran students

· Act as the DSO (Designated School Official) for international students ensuring accurate and timely updates in the SEVIS system.

· Compile reports and analyze various statistical data for external agencies (i.e. IPEDS, IBHE)

· Assist with the review of students records for NBCE, NPLEX, and NCAOM.

· Process enrollment verification requests and loan deferment forms

· Assist in managing the registration process, including course scheduling, add/drop procedures, and withdrawals

· Provide support for new student orientation

· Collaborate with academic Chairs and Deans to maintain an accurate course schedule.

· Assist in managing the graduation process by reviewing students’ records, performing graduation audits, notifying graduation candidates of their status, developing final graduation list, post degrees to students’ official transcripts, create diplomas.

· Monitor classroom utilization and make adjustments as needed

· Provide general front line assistance to students, alumni, and staff via phone, email, and walk-up

· Help solve problems with student records and/or registration activates

· Assist in overseeing various major events such as registration, info sessions for students, and new student orientation

· Perform other duties as required

Qualifications

Required

• Successful completion of BA/BS degree from a regionally accredited institution
• At least 3 years of experience directly related to the duties and responsibilities specified
• Superior interpersonal communication and presentation skills
• Demonstrated proficiency in MS Office applications & relational database systems (CAMS Enterprise/Campus Nexus) preferred
• Proven ability to troubleshoot problems and multi-task
• Excellent organizational skills
• Ability to uphold the confidentiality of personal and sensitive information
• Ability to adapt easily and to embrace change
• Familiar with higher education landscape in records, registration or student services

Job Type: Full-time

Application Question(s):

• What are your salary expectations?

Experience:

• Relational databases: 1 year (Required)

Work Location: Hybrid remote in Lombard, IL 60148