Temporary Administrative Assistant to the Registrar

Stanbridge University•Irvine, CA

3d•Onsite

About The Position

Stanbridge University is seeking a detail-oriented Temporary Administrative Assistant to the Registrar to support the accurate, secure, and timely maintenance of student academic records. This is a temporary position with an anticipated assignment duration of six months. Continuation beyond the six-month assignment is not guaranteed. The Administrative Assistant will support student record updates, document processing, enrollment and graduation activities, transcript requests, data entry, and communication with students, faculty, and university departments. The ideal candidate has prior experience working with student records and understands the importance of accuracy, confidentiality, regulatory compliance, and timely processing.

Requirements

High school diploma or equivalent required.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Demonstrated ability to enter, review, and maintain detailed information with a high degree of accuracy.
Strong organizational, time-management, and follow-through skills.
Ability to manage multiple priorities and meet established deadlines in a high-volume environment.
Strong written and verbal communication skills.
Professional and service-oriented approach when assisting students, alumni, faculty, and staff.
Ability to understand and consistently apply policies, procedures, and regulatory requirements.
Ability to exercise sound judgment, maintain confidentiality, and escalate sensitive or unusual matters appropriately.
Ability to work independently while contributing effectively within a collaborative team environment.
Ability and willingness to complete the full six-month temporary assignment.
Applicants must be legally authorized to work in the United States.
Stanbridge University does not provide employment-based immigration sponsorship or participate in employer-sponsored or employer-dependent work authorization programs.
Stanbridge University does not provide any such sponsorship.
Employment verification will be conducted to validate work experience per accreditation standards.
Offers of employment are contingent upon the successful completion of a background check.
Official transcripts are required prior to hire.
Degrees earned outside the United States must be evaluated by a recognized credential evaluation service to determine U.S. degree equivalency and applicable subject-area coursework.

Nice To Haves

Associate degree or college-level coursework preferred.
At least two years of administrative, records-management, data-entry, or student-services experience preferred.
Experience working with student records in a college, university, vocational school, or other educational setting strongly preferred.
Working knowledge of FERPA or demonstrated experience handling confidential information.
Experience using a student information system, document-management platform, customer relationship management system, or comparable database preferred.
Direct experience supporting a registrar’s office, academic records department, or comparable student-services function.
Experience processing transcripts, enrollment verifications, grade changes, academic status updates, graduation records, or similar transactions.
Experience reviewing student files for completeness, accuracy, and regulatory compliance.
Familiarity with higher education terminology, academic calendars, course registration, credit hours, grading practices, and degree requirements.
Experience supporting institutional audits, accreditation reviews, or regulatory reporting.
Demonstrated success working in a deadline-driven environment where accuracy and confidentiality are essential.
Availability to begin promptly and provide consistent support throughout the six-month assignment.

Responsibilities

Maintain accurate and complete student records within the university’s student information system and electronic document-management platforms.
Review, enter, update, and verify student demographic, enrollment, academic, and program information.
Process student record requests, forms, supporting documents, status changes, and other registrar-related transactions.
Assist with transcript requests, enrollment verifications, degree verifications, and related academic record inquiries.
Review submitted documentation for completeness, accuracy, required approvals, and compliance with established procedures.
Scan, upload, index, organize, and retrieve student documents using approved electronic records systems.
Identify incomplete, inconsistent, or potentially inaccurate records and coordinate corrections with the appropriate university department.
Protect the confidentiality and security of student information in accordance with the Family Educational Rights and Privacy Act (FERPA), university policies, and applicable regulations.
Respond professionally and promptly to questions from students, alumni, faculty, staff, and authorized third parties.
Provide clear guidance regarding registrar forms, documentation requirements, processing timelines, and applicable university procedures.
Assist with registration, enrollment reporting, grade processing, academic standing updates, graduation preparation, and diploma-related activities as assigned.
Support student record audits and help prepare documentation for accreditation, compliance, and internal review activities.
Generate routine reports, spreadsheets, correspondence, and tracking documents.
Monitor assigned work queues, shared email accounts, and service requests to ensure timely follow-up and completion.
Collaborate with Admissions, Student Services, Financial Aid, Academic Affairs, and other departments to resolve student record matters.
Maintain organized electronic and physical filing systems in accordance with institutional record-retention practices.
Provide general administrative support, including scheduling, data entry, correspondence, document preparation, mail distribution, and meeting coordination.
Participate in departmental training and remain current on university policies, academic procedures, records-management practices, and system updates.
Perform other duties as assigned.