Assistant Registrar, Student Records

Salary: $78,506.00 Annually

Location Everett Community College

Job Type Exempt

Division Strategic Enrollment Management & Student Success

Department: Enrollment Services/Registrar

Closing Date 5/22/2026 11:59 PM Pacific

Bargaining Unit Pro-Staff

First review date (applicant screening begins): 04/15/2026

We are committed to hiring, developing, retaining, and promoting individuals who exemplify the mission, vision, and core values of our institution and possess the skills and experience to meet the needs of our students.

Overview

The Assistant Registrar, Student Records manages daily operations for student records and registration, supervises staff, and ensures data integrity across campus systems. This role serves as a key technical resource and a source of leadership support within Enrollment Services, ensuring that records and registration operations directly support the college's Strategic Enrollment Plan.

TITLE: Assistant Registrar of Student Records

SALARY: $78,506/year

DEPARTMENT: Enrollment Services

REPORTS TO: Dean of Enrollment Services, Registrar

POSITION NUMBER: 00019989

This position is eligible for hybrid work location, per Everett Community College's Telework Policy (Download PDF reader)

Duties & Responsibilities

Records Management

• Manage day-to-day operations for student records, including transcript evaluation, transfer credits, placement, state residency determinations for tuition purposes, and graduation requirements
• Lead beginning-of-term and end-of-term processing, such as grade submission, term activation, waitlists, enrollment appointments, and student program plan changes
• Maintain secure records and reports within the student information system (ctcLink/PeopleSoft)
• Oversee data submission to the National Student Clearinghouse
• Regularly evaluate workflows and processes to improve operational efficiency and the overall student experience

Departmental Leadership

• Supervise, train, schedule, and evaluate assigned staff and student workers
• Serve as the primary point of contact for resolving complex student and faculty issues related to student records
• Serve as the primary department web and forms editor, managing enrollment communications such as important dates and registration processes
• Collaborate with department leadership to align departmental processes with the Strategic Enrollment Plan
• Ensure departmental compliance with the Family Educational Rights and Privacy Act (FERPA) and other applicable State, Federal, and College policies and regulations
• Serve as department credit card holder, tracking expenses, and reconciling monthly statements

General Duties

• Serve on assigned projects, workgroups, and committees, including the Refund Committee
• Represent the department and the College in trainings and meetings
• Serve as backup Registrar and backup support for the Enrollment Services customer service team and the Welcome Center
• Perform other duties as assigned to support departmental operations and meet the needs of the campus

Qualifications


Required Education and Experience:

• Bachelor's Degree in communications, marketing, business, public administration, education, or a related field (or equivalent experience)
  
• Three (3) years of progressively responsible administrative experience in admissions, registration, records, credentials, or a related area of higher education
  
• One (1) year of experience in a role with lead and/or supervisory responsibilities

Required Knowledge, Skills, and Abilities:

• Knowledge of federal and state laws regarding higher education
  
• Strong written and verbal communication skills
  
• Skill in preparing technical documentation and communication materials
  
• Strong organizational skills with the ability to manage strict deadlines (term start/end processing) and high-volume data entry with accuracy
  
• Ability to work independently and as part of a team that serves high-volume services
  
• Ability to pivot between high-level supervision and detailed data entry as departmental needs shift during the academic cycle
  
• Ability to resolve conflict and handle escalated student or faculty complaints with professionalism
  
• Skill in supervising staff and managing office workflows
  
• Proficiency with office software and database systems

Preferred

• Experience within the Washington State Community and Technical College system
  
• Proficiency with student management databases (ctcLink/PeopleSoft preferred), CRM platforms (Element 451), and queue management software (QLess)

Additional Information


Physical Requirements

Everett Community College follows the Americans with Disabilities Act (ADA) and provides the following information as a guideline for applicants:

• Ability to operate office equipment, including computers, printers, and telecommunication devices.
  
• Ability to observe, analyze, and interpret data from various sources.
  
• Ability to prepare and present detailed reports, both in written and audible formats.
  
• Ability to exchange information on the phone, through video conferencing, or in person.
  
• Ability to sit or stand for extended periods while performing routine tasks.
  
• Ability to lift and carry objects weighing up to 25 pounds.
  

Terms of Employment

• Full-time position, Monday through Friday, twelve (12) months per year.
• Overtime-eligible, FLSA non-exempt
• Exempt from civil service staff member with a year-to-year contract.
• Represented by American Federation of Teachers Exempt / Everett Local #6485.
• Position is subject to Everett Community College policies and procedures.
• Performance will be evaluated annually.

Notice to Applicants

This position is not eligible for an employment visa sponsorship. Applicants must be authorized to work in the United States for any employer.

Background Check

Prior to hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Drug-Free Campus

In compliance with federal and state regulations, EvCC is committed to a safe and drug-free campus. Employees are required to comply with EvCC's policy prohibiting illegal drug use or activity, including notification of criminal drug convictions and the use of prescription drugs or over-the-counter medications that are likely to affect job safety.

The complete policy is available at the EvCC Policies page. If you would like a printed copy of the policy, or if you have any questions, please contact the Human Resources Department at 425-388-9229.

Safety and Security

EvCC strives to be a safe, secure and prepared campus for our students, staff and community. Detailed information regarding campus security, crime statistics for the most recent three year period, and other information is available on the Campus Safety, Security and Emergency Management page. This information is required by law and is provided by the EvCC Security Department. If you would like a printed copy of this information, you may contact the Security Department at (425) 388-9990.

Reasonable Accommodations and Non-Discrimination

Reasonable accommodation is provided in all aspects of employment, including the application process, consistent with the Americans with Disabilities Act and state law. To request a reasonable accommodation, please contact Human Resources at hr@everettcc.edu or 425-388-9229. For more information see: EvCC3020: Americans with Disabilities Act policy (Download PDF reader)

Everett Community College does not discriminate based on, but not limited to, race, color, national origin, citizenship, ethnicity, language, culture, age, sex, gender identity or expression, sexual orientation, pregnancy or parental status, marital status, actual or perceived disability, use of service animal, economic status, military or veteran status, spirituality or religion, or genetic information in its programs, activities, or employment.

Contact the following people with inquiries or complaints regarding discrimination, Title IX compliance, or Americans with Disabilities Act compliance:

Equal Opportunity Director: EqualOpportunity@everettcc.edu, 425-388-9271;

ADA Coordinator: ADACoordinator@everettcc.edu, 425-388-9232;

Title IX Coordinator: TitleIXCoordinator@everettcc.edu, 425-388-9271.

HR offices are located in Olympus Hall 111, 2000 Tower St. Everett, WA 98201.

For more information, visit the Equal Opportunity and Title IX website.


To apply, please visit https://www.schooljobs.com/careers/everettcc/jobs/5292324/assistant-registrar-student-records

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