Duties & Responsibilities:
The Assistant Registrar for Registrar Services oversees the
frontline service related processes in the department, ensuring all
tasks are completed accurately and in a timely manner according to
university policies and procedures. They provide students, parents,
university employees, and the public with essential information
about records, registration, general enrollment, and other
university-related matters. As a key member of the Office of the
University Registrar management team, they collaborate on
initiatives and decisions to improve departmental operations. The
role emphasizes delivering exceptional customer service, ensuring
that all individuals receive knowledgeable, courteous, prompt,
consistent, and professional assistance.
Core Responsibilities:
Manages Registrar Services (60%):
- Supervises the daily operations of the academic record process,
including the completion of transcript and certification
requests.
Supervises the Registrar Services Coordinator and Registrar
Services Assistants to ensure processes are completed in a timely
and efficient manner to meet customer satisfaction.
Coordinates the work schedules of staff to ensure adequate
coverage of the area.
Assists in resolving problems with the overflow of requests
during peak periods.
Ensures forms and letters are filed in an easily retrievable
manner and maintained according to records retention
policies.
Assists in the hiring of new staff for the office.
Supervises communication processes, ensuring phone lines are
operational and answered promptly. Ensures that voice messages are
retrieved and return calls are made in a timely manner.
Ensures that office mail is picked up and delivered in a timely
manner.
Ensures that transcript and diploma payments received by mail
are processed daily.
Coordinates with the student services areas within the academic
units on the MCV campus and processes registrar functions as
needed, including student registration and records
maintenance.
Records maintenance (20%):
- Updates student records to reflect changes such as corrections
to SSN, grade exclusion options, administrative holds, deceased
students, FERPA/privacy notations, grade changes, honor policy
violations, and graduate suspensions.
- Accurately enters data to ensure all applicable deadlines are
met and all relevant offices are notified, following established
policies and procedures. Performance is measured by the frequency
of errors on edit printouts or those reported by students and
administrators.
- Processes all subpoena requests and consults with the legal
office to ensure the requests are handled properly and in
accordance with legal requirements.
- Notarizes diplomas and transcripts for apostille, ensuring that
documents meet the necessary legal requirements for international
verification and authentication.
Serves as a member of the Office of the University Registrar
management team. (10%):
- Serves as a member of the Office of the University Registrar
management team, providing input and suggestions for improvements
and changes to the unit.
- Meets with deans, directors/associate directors, students,
staff, and colleagues to resolve problems, gather knowledge, offer
advice, make recommendations and ensure policies and procedures are
effectively communicated and understood.
Performs other duties as assigned (10%):
- Assists with other Office of the University Registrar processes
as needed, providing support in various areas to ensure smooth
department operations.
Qualifications:
Minimum Qualifications
- Ability to understand and apply federal and state guidelines
related to privacy rights.
- Ability to obtain a commission as a Virginia Notary
Public
- Strong logical reasoning skills and the ability to maintain
accurate records.
- Excellent oral and written communication skills.
- Ability to work well with the public and university
administrators.
- Proficiency in PC applications required.
- Demonstrated experience working in and fostering an environment
of respect, professionalism and civility with a population of
faculty, staff, and students from all backgrounds and experiences,
or a commitment to do so as a staff member at VCU.
Preferred Qualifications
- Bachelor’s degree from an accredited college or
university
- University experience in registration.
- Experience in a large university setting performing registrar
office duties.
- Banner Student Information System or similar experience.
- Knowledge of the National Student Clearinghouse enrollment and
degree verification processes.
- Exhibited knowledge of Family Educational Rights and Privacy
Act (FERPA).
Salary Range: $65,000
Benefits : All full-time university staff are eligible for
VCU’s robust
benefits
package that includes comprehensive health benefits, paid annual
and holiday leave, generous tuition benefits, retirement planning
and savings options, tax-deferred annuity and cash match programs,
employee discounts, well-being resources, abundant opportunities
for career development and advancement, and more.
FLSA Exemption Status: Exempt
Restricted Position: No
ORP Eligible: Yes
Flexible Work Arrangement: Hybrid
University Job Title: 35911Y - Administrator SS 1
This job posting is scheduled to close on September 27, 2026 at
11:55pm.
