Assistant Registrar

Position Summary: 

This is a full time, professional position reporting directly to the Registrar.  As a member of the school’s leadership team, the Assistant Registrar is responsible for maintaining accurate student records and ensuring compliance with all governmental, accreditation and company policies and procedures. This position requires some evening and Saturday hours.  

The Assistant Registrar is responsible for all academic recordkeeping.  This includes compilation, maintenance, and tracking of student academic records for both internal and external uses.  The Assistant Registrar is responsible for ensuring the integrity, accuracy, confidentiality, and maintenance of student records in compliance with all state, Federal, and accreditation regulations and should be able to respond to all inquiries expected in an audit or accreditation process.  In addition, the Assistant Registrar must oversee and complete all scheduling for all students, as well as assist in daily/weekly/monthly/annual reporting.   

Essential Duties and Responsibilities: 

• Plans, implements, administers, and evaluates all functions and services of the Registrar's office including procedures, and computer systems; develops and modifies procedures/systems in accordance with institutional needs and objectives.  

• Distributes academic policy memos relative to grades, attendance, etc. to faculty and students as required.  

• Record Management: 

• Administrates and develops a system to maintain student academic records. 

• Maintain confidentiality of student records, and follow all recordkeeping policies and governmental regulations including the Family Educational Rights and Privacy Act (FERPA). 

• Ensures accuracy and security of official student records, including both electronic and manual records and files.   

• Performs regular audits to ensure compliance with policies relating to documentation required in academic files to include high school transcripts, immunizations, etc. 

• Respond promptly, accurately, and within legal guidelines to requests regarding student records, academic performance, and resolves problems regarding student records.  

• Maintains copies of course catalogs and addenda and assists with updates. 

• Administrates data entry for CampusVue. 

• Assists in entry of transfer credits in a timely manner.  

• Evaluates students for graduation eligibility.   

• Scheduling: 

• Organizes and conducts the registration process of new and continuing students. 

• Carries out/participates in a variety of key planning tasks, such as planning the registration process, creating the master schedule, preparing enrollment projections, and analysis of classroom needs.  

• Reports: 

• Assists with annual reports to regulatory and accrediting agencies.   

• Compiles a variety of statistical information and reports on a regular basis. 

• Interprets academic rules and regulations; monitors academic progress of students; and coordinates probations, Dean's list, and President’s List. 

• Coordinates with all departments to maintain consistent processes and standards.  

• Assists with graduation ceremonies and student orientation as needed.  

• Provides good customer service at all levels. 

• Participates in professional development activities and serves on committees as needed. 

• Provides administrative support to Dean and Associate Dean. 

• Performs other duties as assigned. 

Qualifications:

Requirements 

• Associate degree in Business or related program 

• Ethical, with a high level of personal integrity 

• Strong experience in records management 

• Strong computer and MS Office skills 

• Strong communication and analytical skills 

• Strong organizational and multi-tasking skills  

• Ability to work in a fast-paced environment  

• Physical mobility throughout facility  

Preferences 

• 2 years related experience as a Registrar or in an office setting 

• Experience with CampusVue software  

Performance Measures 

Performance is based on the Assistant Registrar’s ability to:  

• Understand and have a mastery of all academic policies in order to consistently and fairly administer them 

• Understand and enforce FERPA regulations 

• Understand, create, and submit reports as directed 

• Exhibit accuracy in data entry management  

• Exhibit cost-consciousness toward academic budget 

• Demonstrate organization and planning  

• Use strong communication skills  

• Show initiative, dependability and integrity  

Classification:  Non-exempt 

Work Hours: May vary daily.  Evening and weekend hours may be required. 

Travel:  None 

Working Environment:  Interior/Office