Administrative Specialist

the formal title for this position is Sr. Registrar Specialist - Institutional Operations. To be considered, all candidates must submit a formal application here: https://sgu.csod.com/ux/ats/careersite/7/home/requisition/1626?c=sgu

The Sr. Registrar Specialist - Institutional Operations provides comprehensive support in managing student academic records, registration, grading, degree audits, and graduation processes across all programs and schools This role ensures that all academic and enrollment operations are conducted accurately, efficiently, and in compliance with institutional policies, FERPA, and regulatory requirements.

Working as part of the Institutional Operations team, this position supports both campus-based and clinical programs, ensuring the accuracy of records from admission through graduation. Responsibilities include registration oversight, enrollment reconciliation, transcript processing, grade entry, degree verification, and commencement preparation. The role is highly collaborative, requiring close coordination with faculty, administrators, enrollment services, student affairs, financial aid, and external accrediting/regulatory bodies.

The Senior Registrar Specialist for Institutional Operations serves as a student-centered professional, delivering superior service while safeguarding the integrity of academic records and supporting the University’s mission of student success.

This position reports to the Senior Assistant Registrar, Institutional Operations.

Essential Functions

Registration & Enrollment

• Oversee and process registration for all programs, ensuring timely enrollment and course accuracy.
• Perform enrollment reconciliation for all programs; provide reports to stakeholders.
• Serves as SME for specific programs and schools.
• Serve as Subject Matter Expert (SME) for student information systems (e.g., Banner, Degree Works, OnBase).

Academic Records & Grading

• Maintain student academic records, ensuring updates to demographics, academic standing, and program progression.
• Process and enter clinical and elective grades; ensure grades are posted within required timelines.
• Monitor probation, remediation, and exam completions; update records accordingly.
• Generate and maintain reporting on class ranks, Chancellor’s List, Dean’s List, and other honors.
• In conjunction with the Admissions and Registrar teams, responsible for reviewing all promotions to all programs.
• Assist in resolving discrepancies in academic records and ensure quality control.

Graduation & Degree Audit

• Conduct degree audits for all programs to verify candidacy for graduation.
• Track progress toward graduation and provide reports on degree status to leadership.
• Manage preparation of commencement lists, honors designations (summa, magna, cum laude), and graduation communications.
• Process, issue, and maintain diplomas, including replacement requests.

Transcripts & Verification

• Process transcript requests from students, alumni, ERAS, ECFMG, scholarship offices, and internal departments.
• Ensure transcript fulfillment meets deadlines (2–3 business days).
• Support verifications for clinical placements, licensure, or credentialing as needed.
• Provide documents to the Records Management team for scanning, filing, and archival.

Collaboration & Support

• Partner with Registrar team’s across campuses to maintain consistent processes.
• Partner with Academic Enrollment & Compliance, Financial Aid, Clinical Studies, and IT to streamline processes and ensure compliance.
• Support institutional reporting requirements (CAPPS, APRC, SPC) by providing accurate data and checklists.

Other Duties

• Provide coverage for core functions as needed to ensure uninterrupted service to applicants, students and staff.
• Perform other duties and special projects assigned by leadership.

This description is not intended to be all-inclusive. This position may perform other related duties as required to meet the ongoing needs of the department/institution.

Knowledge, Skills & Abilities

• Strong knowledge of academic records management, registration processes, and degree audits.
• Familiarity with federal compliance regulations, including FERPA and Title IV financial aid requirements.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Access); experience with Banner or comparable student information systems preferred.
• Excellent organizational, analytical, and communication skills with strong attention to detail.
• Ability to collaborate across diverse teams and interact effectively with faculty, students, and administrators.
• Strong customer service orientation and problem-solving skills.
• Ability to manage sensitive information with discretion and maintain confidentiality.

Qualifications

• Bachelor’s degree required; Master’s degree in higher education administration or related field preferred. Experience may substitute for education where appropriate.
• 3–5 years of experience in registrar operations, student services, academic administration, or enrollment management.
• Demonstrated ability to interpret and apply academic policies, regulations, and compliance standards.
• Experience in managing complex student records across multiple programs strongly preferred.

Work Environment & Physical Demands

• Professional office setting with frequent use of computers, phones, and standard office equipment.
• Ability to maintain concentration in a fast-paced environment with frequent interruptions.
• Primarily sedentary role with occasional light physical activity.

Hours & Travel

• Standard work week: Full-Time. Monday–Friday, 9:00 a.m.–5:00 p.m. (Dependent on time zone for hours)
• Flexibility for occasional evening or weekend work.
• Domestic and/or international travel to Grenada/UK may be required.

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Billings, MT 59106

Salary : $60,000 - $65,000