Director of Records and Registration/Registrar

Director of Records and Registration/Registrar

Division: Academic Affairs

Classification: Full Time

Location: On-Site

Reports To: Provost/Vice President for Academic Affairs

Position Summary

The Registrar serves as the chief administrator responsible for the integrity, accuracy, and security of the College’s academic records. The Registrar provides leadership and oversight for all functions of the Office of Records and Registration, including student academic records management, registration services, degree certification, enrollment reporting, and academic policy implementation.

The Registrar ensures institutional compliance with federal and state regulations, accreditation standards, and institutional policies governing academic records and enrollment services. The position works closely with Academic Affairs, Enrollment Management, Student Affairs, Information Technology, and other campus departments to support institutional effectiveness and student success.

The Registrar also serves as the institutional authority on academic records, enrollment policies, and student data reporting.

Major Duties and Responsibilities

Academic Records Administration

• Serve as the official custodian of all students’ academic records.
• Ensure the accuracy, confidentiality, security, and retention of student academic records in accordance with federal and institutional policies.
• Oversee the maintenance and protection of academic records including transcripts, enrollment records, grade histories, and degree certifications.
• Establish and maintain policies and procedures governing academic records management.

FERPA Compliance

• Serve as the institutional compliance officer for the Family Educational Rights and Privacy Act (FERPA).
• Provide training and guidance to faculty, staff, and administrators regarding student privacy and access to educational records.
• Monitor institutional compliance with federal regulations related to student record privacy.

Registration and Enrollment Services

• Direct and oversee all registration processes including course registration, add/drop periods, withdrawals, and enrollment verification.
• Develop and maintain efficient and student-centered registration procedures.
• Coordinate registration operations in collaboration with academic departments and enrollment management.
• Maintain accurate enrollment status reporting for students.

Student Information System Administration

• Serve as the functional administrator for the Student Information System (SIS).
• Oversee the configuration and maintenance of academic terms, registration rules, grading processes, and academic standing policies within the system.
• Ensure accuracy of student data and reporting functionality within the SIS.
• Collaborate with Information Technology staff to support system upgrades and operational effectiveness.

Academic Calendar Administration

• Develop and maintain the institutional academic calendar in collaboration with Academic Affairs and senior leadership.
• Establish and manage key academic dates including registration periods, withdrawal deadlines, grading deadlines, and final examination schedules.

Academic Policy Implementation

• Implement and enforce institutional academic policies related to grading, academic standing, transfer credit, course withdrawals, and graduation requirements.
• Provide guidance to faculty and administrators regarding academic policies and procedures.

Degree Audit and Certification

• Oversee the degree audit process to ensure that students meet all academic requirements for graduation.
• Certify eligibility for graduation and confer academic degrees in accordance with institutional policy.
• Maintain records of degree conferrals and honors designations.

Catalog and Curriculum Administration

• Coordinate the preparation, review, and publication of the institutional academic catalog.
• Implement curriculum updates and program changes within the Student Information System.
• Ensure academic program requirements are accurately reflected in institutional publications and systems.

Institutional Reporting and Compliance

• Prepare and submit institutional reports related to enrollment and academic records, including IPEDS and other required regulatory reporting.
• Support institutional accreditation processes by ensuring accurate academic records and documentation for accrediting agencies.
• Assist with compliance related to accreditation standards including TRACS or other governing bodies.

Enrollment and Institutional Data Reporting

• Provide accurate enrollment data and academic reports to institutional leadership.
• Support strategic planning and institutional research through accurate student data reporting.
• Maintain reporting systems that support enrollment management and academic planning.

Graduation and Commencement Coordination

• Coordinate the graduation clearance process and certify candidates for graduation.
• Collaborate with campus departments in the planning and execution of commencement ceremonies.

Student and Faculty Support

• Provide guidance to students regarding academic records, transcripts, and graduation requirements.
• Serve as a resource for faculty and advisors regarding academic policies and student records.

Office Leadership and Management

• Provide leadership, supervision, and professional development for staff within the Registrar’s Office.
• Develop and maintain departmental operational procedures and training manuals.
• Promote continuous improvement in services, processes, and operational efficiency.

Qualifications/Experiences

• Minimum of three years of progressively responsible experience in higher education administration, preferably within a Registrar’s Office
• Knowledge of student information systems and academic records management
• Experience with federal reporting such as IPEDS preferred
• Knowledge of FERPA regulations and higher education compliance standards
• Strong analytical, organizational, and communication skills
• Ability to work collaboratively with faculty, staff, and students
• Demonstrated leadership and supervisory abilities

Additional Information:

Employment at Clinton College is contingent upon a background check that is satisfactory to the College. Failure to provide a written authorization for a background check will nullify the offer of employment.

Application Instructions:

Applications should include a resume and cover letter must be sent, preferably in PDF format, to humanresources@clintoncollege.edu. The email’s subject line should read “Director of Records and Registration/Registrar.” The process will continue until the position is filled.