Assistant University Registrar, Operations

The Associate University Registrar for Operations provides strategic leadership for the day-to-day operations of the Office of the Registrar. This position oversees student records administration, graduation clearance process, transcript and enrollment verification services, registration operations, customer service, scheduling, office administration, and operational compliance.

Reporting to the University Registrar, the Associate Registrar ensures the efficient delivery of registrar services while fostering a culture of operational excellence, continuous improvement, and exceptional customer service. The position supervises professional and support staff and serves as the operational leader responsible for workflow management, staff development, policy implementation, and service delivery.

Essential Duties and Responsibilities

Registrar Operations

• Direct the daily operations of the Office of the Registrar to ensure timely, accurate, and student-centered services.
• Develop, implement, and continuously improve operational procedures and service standards.
• Monitor office performance, establish key performance indicators (KPIs), and implement operational improvements.
• Ensure compliance with institutional policies, accreditation requirements, and applicable federal and state regulations.

Student Records Management

• Oversee the maintenance, integrity, security, and confidentiality of student academic records.
• Ensure compliance with FERPA and institutional record retention policies.
• Resolve complex records issues and authorize corrections to academic records when appropriate.
• Supervise record imaging, document management, and records retention initiatives.

Graduation Services

• Oversee the operational administration of the graduation application and degree conferral process from application through degree posting.
• Oversee commencement-related registrar operations, including graduate eligibility verification, commencement lists, honors designation, and coordination with campus partners.

Registration Services

• Oversee registration operations including course adds, drops, withdrawals, grading, academic standing updates, and student status changes.

Transcript and Enrollment Verification Services

• Direct transcript production and delivery processes, ensuring accuracy and timely service.
• Oversee enrollment verification requests for students, alumni, employers, lending agencies, and third-party organizations.
• Manage relationships with external transcript and verification vendors.

Academic Scheduling Support

• Coordinate operational aspects of course scheduling.
• Collaborate with academic departments to support semester schedule production.
• Assist with scheduling deadlines and curriculum implementation timelines.

Customer Service Excellence

• Lead customer service initiatives that promote a positive student experience.
• Develop service standards and assess customer satisfaction.
• Resolve complex student, faculty, and parent concerns requiring leadership intervention.
• Promote a culture of professionalism, responsiveness, and accountability.

Office Administration

• Manage the operational budget for the Office of the Registrar.
• Coordinate purchasing, office supplies, equipment, and facilities needs.
• Develop and maintain office procedures, forms, manuals, and standard operating procedures.
• Oversee operational continuity and emergency preparedness planning.
• Manage the Office of the Registrar webpage, shared email inbox and Salesforce inquiry queue.

Human Resources Operations

• Supervise professional, administrative, and student staff.
• Coordinate recruitment, onboarding, training, performance management, scheduling, and staff development.
• Manage student employee hiring and work assignments.
• Promote employee engagement and succession planning within the office.

Compliance and Policy Administration

• Ensure operational compliance with institutional policies and federal regulations.
• Assist in the development and implementation of registrar policies and procedures.
• Support audits and institutional reporting activities.
• Maintain documentation supporting compliance initiatives.

Strategic Planning and Continuous Improvement

• Identify opportunities to streamline workflows and eliminate inefficiencies.
• Lead operational process improvement initiatives.
• Develop operational dashboards and performance reports.
• Participate in university committees related to enrollment management and student success.

Minimum Job Requirements

Education and Experience

• Bachelor's degree and five years of progressively responsible experience in a Registrar's Office or Enrollment Services.
• Associate degree and 10 years of progressively responsible experience in a Registrar's Office or Enrollment Services with related experience, or an equivalent combination of education, training, certifications, and demonstrated competencies, may be substituted for the bachelor's degree.
• Three years of supervisory or management experience.
• Demonstrated knowledge of registrar operations, records management, and customer service.

Knowledge, Skills, and Abilities

• Comprehensive knowledge of registrar operations and enrollment management.
• Strong knowledge of registration, transcript, transfer credit, and enrollment verification processes.
• Excellent organizational and operational management skills.
• Demonstrated ability to supervise and develop diverse teams.
• Strong conflict resolution and customer service skills.
• Ability to analyze operational data and recommend improvements.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Knowledge of higher education policies, procedures, and best practices related to registration, academic records, and degree conferral.
• Experience with Student Information Systems, preferably Banner.
• Knowledge of FERPA and other applicable federal and state regulations governing student records.
• Experience with curriculum management, degree audit, course scheduling, and graduation certification.
• Ability to analyze and interpret academic policies, regulations, and institutional procedures.
• Strong data analysis, reporting, and record management skills.

Information to Applicant

This position is primarily sedentary in nature, requiring the ability to remain in a stationary position for extended periods. The incumbent must be able to operate standard office equipment. Occasional movement within the office to include bending, reaching, or lifting items up to 15 pounds. This description reflects the physical demands typically associated with office work and is not intended to be exhaustive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position, in accordance with the Americans with Disabilities Act (ADA) and applicable local laws and policies.

Collective Bargaining Unit (Union): This position is not part of the collective bargaining unit.

Employment Benefits: Selectee will be eligible for health and life insurance, annual (vacation) and sick leave and will be covered under the University of the District of Columbia' s retirement plan (TIAA).

Equal Opportunity Employer: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

Notice of Non-Discrimination: In accordance with the D.C. Human Rights Act of 1977, as amended, D.C. Official Code, Section 2-1401.01 et. seq., (Act) the University of the District of Columbia does not discriminate on the basis of actual or perceived actual race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, marital status, personal appearance, genetic information, familial status, source of income, status as a victim of an intrafamily offense, place of residence or business, or status as a covered veteran, as provided for and to the extent required by District and Federal statutes and regulations. Sexual harassment is a form of sex discrimination which is also prohibited by the Act. In addition, harassment based on any of the above protected categories is prohibited by the Act. Discrimination in violation of the Act will not be tolerated. Violators will be subject to disciplinary action.

Veterans Preference: Applicants claiming veterans preference must submit official proof at the time of application.

Visa Sponsorship: At this time, the University of the District of Columbia does not provide sponsorship for visas (e.g. H-1B). This position is also ineligible for Optional Practical Training (OPT).

Residency Preference: A person applying for a position who is a bona fide District resident at the time of application for the position, may be awarded a 10-point residency preference over non-District applicants, unless the person declines the preference points. If selected, the person shall be required to present no less than 8 proofs of bona fide District residency on or before the effective date of the appointment and maintain such residency for 7 consecutive years from the effective date of the appointment. Failure to maintain bona fide District residency for the 7-year period will result in forfeiture of employment.

Drug-Free Workplace: Pursuant to the requirements of the Drug-Free Workplace Act of 1988, the individual selected to fill this position will, as a condition of employment, be required to notify his/her immediate supervisor, in writing, not later than five (5) days after conviction of any criminal drug statute occurring in the workplace.

Background Investigation: Employment with the University of the District of Columbia is contingent upon a satisfactory background investigation. The determination of a "satisfactory background investigation" is made at the sole discretion of the University of the District of Columbia. The University may refuse to hire a finalist, rescind an offer of employment to a finalist or review and may terminate the employment of a current employee based on the results of a background investigation.

Disposition of Resume: Resumes received outside the area of consideration and/or after the closing date will not be given consideration. You must resubmit your resume to receive consideration for any subsequent advertised position vacancies. For the purpose of employment, resumes are not considered job applications. Therefore, if selected for employment a UDC application will be required.

Job Offers: Official Job Offers are made by the University of the District of Columbia, Office of Human Resources only.

Contact Information: All inquiries related to employment and job applications should be directed to UDC Office of Human Resources at (202) 274-5380.

The University of the District of Columbia is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. For a full version of the University's EO Policy Statement, please visit: https://www.udc.edu/human-resources/equal-opportunity/ .