Registrar

Job Title: Registrar
Institution: Dana Institute of Health Science
Location: Ocala, Florida (On-Site Required)

About Dana Institute of Health Science
Dana Institute of Health Science is a startup allied health educational institution dedicated to excellence in preparing healthcare professionals for the growing needs of Marion County and surrounding communities. As we prepare to launch our initial programs pending CIE approval, we seek a meticulous and experienced Registrar to build and manage our academic records function from the ground up.

Position Overview
The Registrar will serve as the official custodian of student academic records and will be responsible for establishing, managing, and continuously improving all registration and records functions. This is a unique opportunity to build a department from the ground up, ensuring full regulatory compliance with CIE (Council on Occupational Education) standards, FERPA, and institutional policies. This is a part-time position, ideal for an experienced professional seeking a foundational role in a growing organization. The role will begin in late fall to prepare systems and processes for the institution's inaugural Winter semester. This position requires on-site presence in Ocala, Florida, and reports directly to the [e.g., Director of Education].

Key Responsibilities

Student Records Management & Compliance

• System & Process Design: Establish and maintain a secure, organized system for student academic records (both electronic and physical) from day one, ensuring alignment with CIE accreditation requirements.
• Record Maintenance: Create, update, and maintain accurate and complete student academic files, including grades, transcripts, enrollment agreements, and degree audits, in strict compliance with FERPA.
• Data Integrity: Ensure the accuracy and integrity of all data within the Student Information System (SIS), running regular audits and reports.
• Transcripts & Verifications: Prepare and issue official transcripts, enrollment verifications, and degree certifications for students and graduates, as well as for external agencies and employers.

Registration & Academic Operations

• Registration Management: Oversee the registration process for all new and continuing students, building schedules and managing course enrollments for the inaugural Winter semester.
• Academic Calendar: Assist in the development and maintenance of the academic calendar, including registration periods, add/drop deadlines, and grade submission schedules.
• Grade Processing: Coordinate with faculty to ensure the accurate and timely submission of final grades and manage the process for grade changes.
• Graduation Certification: Audit student records to confirm completion of all graduation requirements and certify graduates for program completion and credentialing.

Regulatory & Institutional Support

• CIE Compliance: Prepare and maintain all academic records and reports required for CIE accreditation and reaffirmation. Support the institution during CIE site visits.
• Catalog Development: Contribute to the development and annual updating of the institutional catalog, specifically regarding academic policies, registration procedures, grading scales, and graduation requirements.
• Reporting: Prepare and submit required academic data reports for internal leadership and external regulatory bodies as needed.

Qualifications

Required:

• Experience: Minimum of 2-3 years of experience as a Registrar or in a senior academic records role, preferably within an allied health, career college, or postsecondary vocational setting.
• Regulatory Knowledge: Demonstrated knowledge of FERPA regulations and their application. Experience with CIE (Council on Occupational Education) accreditation standards is highly preferred.
• Technical Skills: Proficiency with Student Information Systems (SIS) and the Microsoft Office Suite, particularly Excel for data management and reporting.
• Core Competencies: Exceptional organizational skills and unwavering attention to detail. Ability to build processes, interpret and apply complex regulations, and maintain the highest level of confidentiality and professionalism.
• Location: Must be commutable to Ocala, FL, and able to work a consistent on-site schedule.

Preferred:

• An associate's or bachelor's degree in business administration, education, or a related field.
• Experience with the specific academic documentation needs of allied health programs (e.g., clinical hour tracking, background check documentation, immunization records).
• Experience with [mention specific SIS if known, e.g., CampusVue, Jenzabar, Verity].

Location Requirement
This position requires the candidate to be based in Ocala, Florida, with regular on-site presence at the Dana Institute campus. The Registrar must be available for in-person collaboration with academic leadership, faculty, and students, as well as for any required regulatory site visits.

Compensation & Benefits

• Part-time, non-exempt position with a competitive hourly rate commensurate with experience.
• Opportunity for professional growth as the institution expands.

Why Join Dana Institute of Health Science?

• Ground-Floor Opportunity: Shape the academic infrastructure and records-keeping philosophy of a new institution from its founding. Establish best practices and build systems that will support the school's growth for years to come.
• Focused Impact: Play a critical role in the success of our inaugural cohort of students by ensuring a smooth, organized, and compliant registration and records experience.
• Supportive Environment: Join a small, dedicated founding team committed to making a difference in healthcare education in Ocala.
• Community Focus: Directly contribute to addressing the healthcare workforce shortage in Marion County by supporting students on their path to becoming allied health professionals.

Location:

• Ocala, FL 34470 (Preferred)

Ability to Commute:

• Ocala, FL 34470 (Required)

Work Location: In person