Assistant Registrar

40 Hours/12 months
April 25, 2018


The Assistant Registrar creates and maintains records for all students and graduates, has a working knowledge of related policies and procedures and provides quality service to faculty, staff, current students, alumni and external constituencies.  


Primary Duties:

  • Manages student records from entrance to graduation, ensuring accurate transfer entry and curricular accuracy upon graduation.
  • Confirms that all admission policies and procedures related to student academic records have been meet at entrance.
  • Ensures timely and accurate publication of university academic calendar, catalog, and course schedules.
  • Performs degree conferral, data entry, and degree audit maintenance.
  • Communicates to students all academic responsibilities in order to maintain enrollment at the university and ultimately successful completion.
  • Equips faculty through regular communication and database tools to meet their responsibilities to students and advisees.


Policies and Procedures: Understand and apply policy and procedures related to:

  • Family Educational Rights and Privacy Act [FERPA].
  • American Association of Collegiate Registrars and Admissions Officers [AACRAO] records retention guidelines.
  • Catalogs, curricular requirements and policies/procedures of all schools within the University.
  • Registration and records functions of the University Registrar’s Office.
  • Accreditation requirements [ABHE, ATS, SACS].


Customer Service:  Provide on-call, quality assistance to faculty, staff, current students, alumni and external constituencies in areas such as:

  • Registration, enrollment verification, and website information.
  • Academic petitions, faculty directed studies, and transfer credit.
  • Granting third parties access to student records, FERPA restrictions and releases.
  • Graduation, grades, transcript requests, room reservations, and telephone call/email routing, etc.


Project Management:  Execute tasks in areas as assigned such as:

  • Maintaining Standard Operating Procedures and Policies manuals.
  • Computer coding and set up for new academic year including registration, orientation, semester start-up services and working within our intranet and with internet.
  • Assist and work with other University departments in the review and updating of annual academic catalogs.
  • Data accuracy verification and clean-up.
  • Submit reports to governmental agencies.
  • Commencement planning and ceremonies.
  • Understand how registration and record processes integrate with and affect the processes of other University departments.
  • Attend faculty and staff meetings and other duties as assigned



  • Be team-oriented, able to multi-task and have a customer service orientation.
  • Have a working knowledge of database functions including accuracy in data entry, data reports and word processing.
  • Be adept at handling confidential matters, have good communication skills, both orally and in writing and be able to prioritize projects based on administrative processes and academic cycle. 
  • Attention to detail is required.
  • Experience in EX Jenzabar and web design helpful, but not required.
  • Bachelor’s degree and computer experience required.
  • Master’s degree and office experience preferred.