Assistant Registrar

Job Title:

Assistant Registrar

Department:

Registrar

Job Description:

The Assistant Registrar serves as a key administrative leader within the Office of the Registrar, with responsibility for overseeing and executing critical academic records functions, ensuring compliance with institutional and federal policies, and providing expert guidance to students, faculty, and staff. This role exercises independent judgment in interpreting academic regulations, maintaining the accuracy and integrity of student records, and optimizing core operational processes. The Assistant Registrar also manages front-line service operations and ensures timely, high‑quality resolution of inquiries received in person, by phone, and through the TopDesk ticket system.

Job duties include, but are not limited to the following:

• Serve as the subject-matter expert and point of escalation for complex inquiries related to registration, withdrawals, transfer credit, petitions, and other Registrar’s Office functions. Interpret, apply, and communicate academic policies and institutional regulations, providing authoritative guidance to students, faculty, and staff. Guide users in effective use of Workday; assess and resolve operational issues related to student and faculty system access and functionality. Ensure compliance with the Family Rights and Privacy Act (FERPA) and institutional record-release protocols.
• Oversee the accuracy, integrity, and maintenance of official student records in Workday, including registration, course withdrawals, grade changes, academic standing, registrar holds, and advisor assignments. Evaluate and articulate transfer credit for Advanced Placement, International Baccalaureate, and Cambridge AS/A-Level examinations using established academic standards.
• Manage faculty and academic chair course schedule submission. Analyze the course schedule and communicate with faculty to interpret curriculum requests. Partner with Academic Affairs to ensure accurate and timely updates to faculty instructor eligibility and advising cohorts in Workday.
• Develop, administer, and continuously improve the process for incomplete grades, including faculty communications and grade submission workflows. Support midterm and final grade collection and ensure compliance with academic deadlines. Verify faculty attendance confirmation compliance, evaluate course prerequisite eligibility, and create transcripts to support academic standing determinations.
• Recruit, train, and supervise student employees in the Office of the Registrar, providing ongoing direction, performance feedback, and workflow oversight.
• Design, maintain, and deliver training on Registrar Office documents and forms. Collaborate with Communications to publish accurate and timely information on institutional websites. Develop and implement a strategic content plan for departmental social media aligned with academic calendar and registrar communication priorities.
• Collaborate with Rhodes Express to ensure accuracy of major/minor/certificate declarations, transfer reports, enrollment verifications, replacement diploma orders, and non-degree registration workflows.
• Partner with the Buckman Center for Global Engagement to manage study abroad/away processes, including Workday cohort setup, transcript and transfer credit evaluation intake, and registration for Rhodes Summer Abroad courses.
• Provide leadership in assessing operational needs and recommend process enhancements to improve efficiency, compliance, and service quality. Oversee office inventory, record‑keeping systems, and diploma management, ensuring alignment with institutional standards and record retention policies.
• Perform additional responsibilities as assigned to support institutional and departmental priorities.
  
  

Job Requirements:

• Bachelor’s degree is required.
• Three (3) years of administrative or office experience preferred; prior experience in a Registrar’s Office or academic records office strongly preferred.
• Proficiency with Microsoft Office is required; proficiency with database systems, reporting tools, and Adobe Acrobat is preferred; experience with Workday is preferred.
• Demonstrated ability to manage confidential information and interact effectively with students, families, faculty, staff, and alumni.
• Proven capacity to oversee multiple complex projects, maintain a high level of accuracy, and meet deadlines in a fast-paced environment.
• Strong analytical, organizational, and technological skills.
• Excellent written and oral communication abilities.
• Commitment to compliance with FERPA and institutional policies regarding academic record confidentiality.
  
  

Benefits Highlights:

• 403 (b) Retirement
• Medical, Dental, and Vision Insurance
• Vacation Time (23 days)
• Sick Time (12 days)
• Paid Holidays (21 days)
• Employee Assistance Program
• Long-Term & Short-Term Disability
• Life and AD&D Insurance
• Tuition Remission
  
  

For a full list of our benefits and additional information, please navigate to our benefits site.

Rhodes is an equal opportunity employer that offers an excellent benefits package and a great working environment.

A complete application includes a cover letter and a resume.

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