Assistant Registrar

Job Description

Working Title Assistant Registrar Position Status Full Time Department Record Management General Summary The Assistant Registrar is responsible for providing operational and technical support and training for operations within the Records Office. Working in close partnership with and under the direction of the Registrar, this individual supports the coordination of daily operations, contributes to departmental leadership efforts, and helps ensure that systems and processes meet service expectations and strategic goals. This position requires sound judgment and the ability to make informed decisions within established policies and procedures, particularly in areas such as student records, appeals, and compliance. The Assistant Registrar serves as a key support to the Registrar by helping guide staff, maintaining continuity of operations, and addressing complex issues as they arise. In addition, this individual assists the Registrar in critical functional areas and provides structured support to graduation-related processes in coordination with the Graduation Advisor. This individual may serve in a leadership capacity during the Registrars absence and, when designated, act on behalf of the Registrar in alignment with institutional policies and established guidelines. Specific Position Duties

• Supports the Registrar in providing direction for day-to-day operations of the Records Department, ensuring effective workflow, prioritization, and service delivery.
• Ensure compliance with FERPA and institutional policies; assist with internal, external, and government reporting, including athletic eligibility reporting (e.g., NJCAA) and National Student Clearinghouse submissions.
• Oversees and ensures accuracy of NJCAA reporting of eligible student athletes in compliance with all applicable academic rules.
• Provides operational leadership and guidance to Records staff, fostering a collaborative and service-oriented environment while reinforcing the direction of the Registrar.
• Assists with the development and delivery of training for faculty and staff on student records systems, policies, and procedures.
• Oversees the development, refinement, and documentation of processes and procedures in the Records Department in coordination with the Registrar.
• Supports the development and implementation of policies and procedures to ensure accurate. and timely transfer transcript evaluations and data entry into the Colleague system.
• Helps maintain performance standards for all functional areas within the Records. Department, including student appeals, transcript processing, and faculty requests.
• In cooperation with the Registrar, coordinates the collection and maintenance of data and statistics for planning and reporting purposes (internal, external, and governmental).
• Monitors compliance with the Family Educational Rights and Privacy Act (FERPA) to ensure confidentiality and integrity of student information.
• Provides operational support and continuity in the absence of the Registrar, carrying out assigned responsibilities and maintaining established processes and decision-making frameworks.
• Provides deliberate and collaborative support for graduation-related processes in coordination with the Graduation Advisor, including assistance with degree audits, eligibility verification, and ensuring accuracy of student records tied to graduation.
• Assists in coordinating and planning Fall and Spring commencement ceremonies in partnership with the Registrar and Graduation Advisor.
• Performs other duties as assigned.

Minimum Qualifications

• Bachelors degree in a relevant field.
• Effective interpersonal and team-building skills.
• Excellent written and verbal communication skills.
• Demonstrated initiative and ability to support and guide others.
• Strong decision-making and problem-solving skills within established guidelines.
• Ability to manage workflow, prioritize tasks, and meet deadlines.
• Commitment to excellent customer service and ability to promote that philosophy to others.

Preferred Qualifications

• Masters degree
• Experience supporting or supervising staff

Annual Salary $48,000 Posting Number P00553P Quick Link for Internal Postings https://jobs.odessa.edu/postings/14869