Registrar's Office - Assistant Registrar - Systems Specialist

Job Details

Position Information

Position Title
Registrar's Office - Assistant Registrar - Systems Specialist

Classification Title
Administrative Full Time (.75-1.0 FTE)

Benefits Eligibility
Benefits Eligibility

Department
Registrars Office

Job Description

Position Summary
The Registrar’s Office Systems Specialist is responsible for the management, maintenance, and optimization of student information systems and related technologies that support registration, records, and academic operations. The role ensures data integrity, system functionality, and efficient processes that enhance the student and staff experience.

Key Responsibilities

Student Information ( SIS ) Management

• Maintain and support the institution’s student information system, including configuration, updates, and troubleshooting
• Collaborate with IT on system upgrades, patches, and integrations
• Monitor system performance and recommended enhancements to improve functionality and user experience

Data Integrity & Reporting

• Ensure accuracy, consistency, and security of student academic records and data
• Develop and maintain standard and ad hoc reports for the Academic Services Division to fulfill the mission of their work
• Troubleshoot data discrepancies and implement corrective actions
• Prepare, validate, and submit required enrollment, degree, and other institutional reports to the National Student Clearinghouse
• Reconcile and resolve reporting errors or discrepancies identified through Clearinghouse submissions and responses
• Manages reporting and release of Dean’s List, both internal and external

Registration & Academic Process Support

• Support system-related aspects of registration, grading, scheduling, and degree conferral
• Identify and implement process improvements to streamline operations
• Manages and processes all course override requests. Trains and oversees staff in entering overrides in Banner ( SIS ), collaborating with academic departments and students to ensure appropriate registration and/or waitlisting for required corequisite courses.
• Provide support for Registrar’s Office customer service operations during peak periods and as needed, including assisting with front-line inquiries and student support
• Assist with term setup, registration cycles, and system readiness
• Troubleshoot system-related issues impacting students, faculty, and staff

Catalog & Curriculum Management

• Maintain and update the official college catalog using Acalog (or comparable catalog management software)
• Coordinate catalog production cycles, including annual updates and publication deadlines
• Collaborate with Academic departments and curriculum committee to ensure accurate and timely catalog content
• Codes and maintains course prerequisite and corequisite checking. Meets with and stays in contact with departments about their course prerequisites and corequisites, troubleshooting or updating as needed.
• Ensure catalog aligns with approved curriculum, academic policies, and accreditation requirements
• Assist in auditing catalog content for consistency with the Student Information System and other institutional records

Compliance & Security

• Ensure systems and processes comply with institutional policies and regulations (e.g., FERPA )
• Assist in data extraction for for auditors, accreditation, state, and federal reporting
• Maintain appropriate access controls and data security standards
• Support reporting and data submissions to external agencies as required

Cross-Functional Collaboration

• Participate in system implementations and campus-wide technology initiatives
• Represent the Registrar’s Office on committees and project teams
• Participate in cross-functional teams to support system implementations and process improvements

Qualifications

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience
• Experience working with student information systems or enterprise databases
• Strong technical, analytical, and problem-solving skills
• High attention to detail and a commitment to data accuracy
• Ability to manage multiple priorities and meet deadlines

Preferred Qualifications

• Experience in higher education Registrar’s Office
• Familiarity with the Ellucian Banner student information system
• Knowledge of reporting tools
• Understanding of academic policies, curriculum structures, and registration process

Skills & Competencies

• Technical aptitude and systems thinking
• Strong communication and training skills
• Analytical and detail-oriented mindset
• Ability to translate business needs into technical solutions
• Commitment to confidentiality and ethical data handling

Physical Demands

This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.

Pre-employment Screenings

All offers of employment are contingent upon a background check. Some positions may have position specific requirements, such as education/licensure/certification verification, a physical, drug screening, credit checks and/or transportation record review.

Posting Detail Information

Posting Number
2023-370SR

Job Posting Open Date
04/15/2026

Job Posting Close Date
05/01/2026

Open Until Filled
No

Is this position available for sponsorship
No

Documents Needed to Apply

Required Documents

1. Resume
2. Cover Letter