Assistant Registrar, Registrar Services

Virginia Commonwealth University•Richmond, VA

22h•Hybrid

About The Position

The Assistant Registrar for Registrar Services oversees the frontline service related processes in the department, ensuring all tasks are completed accurately and in a timely manner according to university policies and procedures. They provide students, parents, university employees, and the public with essential information about records, registration, general enrollment, and other university-related matters. As a key member of the Office of the University Registrar management team, they collaborate on initiatives and decisions to improve departmental operations. The role emphasizes delivering exceptional customer service, ensuring that all individuals receive knowledgeable, courteous, prompt, consistent, and professional assistance.

Requirements

Ability to understand and apply federal and state guidelines related to privacy rights.
Ability to obtain a commission as a Virginia Notary Public
Strong logical reasoning skills and the ability to maintain accurate records.
Excellent oral and written communication skills.
Ability to work well with the public and university administrators.
Proficiency in PC applications required.
Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Nice To Haves

Bachelor’s degree from an accredited college or university
University experience in registration.
Experience in a large university setting performing registrar office duties.
Banner Student Information System or similar experience.
Knowledge of the National Student Clearinghouse enrollment and degree verification processes.
Exhibited knowledge of Family Educational Rights and Privacy Act (FERPA).

Responsibilities

Manages Registrar Services (60%): Supervises the daily operations of the academic record process, including the completion of transcript and certification requests.
Supervises the Registrar Services Coordinator and Registrar Services Assistants to ensure processes are completed in a timely and efficient manner to meet customer satisfaction.
Coordinates the work schedules of staff to ensure adequate coverage of the area.
Assists in resolving problems with the overflow of requests during peak periods.
Ensures forms and letters are filed in an easily retrievable manner and maintained according to records retention policies.
Assists in the hiring of new staff for the office.
Supervises communication processes, ensuring phone lines are operational and answered promptly. Ensures that voice messages are retrieved and return calls are made in a timely manner.
Ensures that office mail is picked up and delivered in a timely manner.
Ensures that transcript and diploma payments received by mail are processed daily.
Coordinates with the student services areas within the academic units on the MCV campus and processes registrar functions as needed, including student registration and records maintenance.
Records maintenance (20%): Updates student records to reflect changes such as corrections to SSN, grade exclusion options, administrative holds, deceased students, FERPA/privacy notations, grade changes, honor policy violations, and graduate suspensions.
Accurately enters data to ensure all applicable deadlines are met and all relevant offices are notified, following established policies and procedures. Performance is measured by the frequency of errors on edit printouts or those reported by students and administrators.
Processes all subpoena requests and consults with the legal office to ensure the requests are handled properly and in accordance with legal requirements.
Notarizes diplomas and transcripts for apostille, ensuring that documents meet the necessary legal requirements for international verification and authentication.
Serves as a member of the Office of the University Registrar management team. (10%): Serves as a member of the Office of the University Registrar management team, providing input and suggestions for improvements and changes to the unit.
Meets with deans, directors/associate directors, students, staff, and colleagues to resolve problems, gather knowledge, offer advice, make recommendations and ensure policies and procedures are effectively communicated and understood.
Performs other duties as assigned (10%): Assists with other Office of the University Registrar processes as needed, providing support in various areas to ensure smooth department operations.