"Registrar Office Administrative Specialist"

Job Description Summary:

The Registrar Office Administrative Specialist provides comprehensive administrative, operational, and communication support to the Registrar’s Office and the College of Law & Public Service. Approximately 80% of the role focuses on Registrar operations, document processing, scanning and filing, and maintaining accurate student records. The remaining 20% supports the Dean’s Office, including social media creation, digital content management, event support, and institutional initiatives.

This role requires strong organization, attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Minimum Qualifications:

• Minimum of 1–2 years of administrative or coordination experience.
• Strong attention to detail, especially in scanning, filing, and data entry.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and comply with FERPA.
• Proficiency with Microsoft Office (Outlook, Word, Excel); willingness to learn Banner and other systems.
• Strong organization, time management, and ability to prioritize tasks effectively.
• Experience with social media.

Preferred Qualifications:

• Experience with social media content creation.
• Familiarity with Canva, Adobe Express, or similar design tools.
• Experience with Banner, Qualtrics, or other student information systems

Specific Duties:

Duty: College Communications and Events:

• Develop, coordinate, and oversee college wide communications, and events
• Cultivate event plan/theme and budget.
• Develop, coordinate, and oversee event marketing, oversee social media campaigns, newsletter and webpage story-telling.
• Develop, coordinate and oversee the collection, archival and compilation of accreditation data for College accreditors (in collaboration with CLPS’s Registrar’s Office).

Percentage of Time: 20%

Duty: Primary Responsibilities – Registrar’s Office & Law School Operations

• Serve as a primary point of contact for students, faculty, staff, and visitors, ensuring timely and accurate support.
• Manage daily office operations, including phones, shared email inboxes, and walk-in traffic.
• Scan, file, and organize student documents, records, petitions, forms, and archival materials in compliance with FERPA and institutional policy.
• Perform accurate data entry in spreadsheets, internal tracking systems, and student information databases.
• Assist with maintaining digital and physical filing systems to ensure records are current and easily accessible.
• Support exam administration including printing materials, assembling packets, setting up rooms, distributing exam materials, and assisting proctors.
• Prepare correspondence, forms, reports, and internal documents as directed.
• Coordinate room reservations, event logistics, and vendor communication.
• Provide support for Registrar-related projects, workflows, and student-facing services.

Percentage of Time: 60%

Duty:

• Create, design, and schedule social media content for CLPS platforms (Instagram, Facebook, LinkedIn).
• Develop graphics, newsletters, short videos, event highlights, and promotional posts.
• Capture photos and videos during CLPS events for digital use.
• Maintain consistent branding, messaging, and tone in collaboration with the Dean’s Office.
• Assist with planning and coordinating major events such as orientation, commencement, and student engagement programs.
• Support other departments during high-volume periods (Admissions, Student Affairs, Operations).
• Perform additional duties as assigned by the Dean’s Office.

Percentage of Time: 20%

Salary Range

Maximum: $23.91
Minimum: $21.86

Benefits Summary:

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation.

Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University’s 403B retirement plan, and a generous time off plan.

Employment is contingent upon successful completion and clearance of a background check and employment verification.

Location:

Ontario CA, College of Law

Close Date:
Open Until Filled: No

To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/6776645