Assistant Registrar (0078207)

University of Hawaii•Honolulu, HI

10h•Onsite

About The Position

The Assistant Registrar position at Honolulu Community College (Position Number: 0078207) is a full-time, permanent, 11-month role within the Student Services, Admissions & Records department. The position is funded by general funds and is expected to begin around July 2026, pending position clearance, funding availability, satisfactory performance, and program needs. This role involves assisting the Admissions and Records Office in adopting and implementing technologies, developing reports from the University of Hawaii Student Information System, interpreting data for operational planning and compliance, analyzing and improving enrollment workflows, leading the implementation of a document management system, and supporting the adoption of new technologies. The Assistant Registrar will also conduct research, process academic records, assist with end-of-term activities, prepare data submission files for the National Student Clearinghouse, resolve academic record discrepancies, and act as a liaison with the National Student Clearinghouse. The position may assume the responsibilities of the Registrar in their absence, including supervising staff and assisting with operational, personnel, and financial functions. Additionally, the role involves developing and modifying policies and systems, coordinating the preparation and issuing of various academic documents, conferring with staff, providing academic record services, monitoring FERPA compliance, responding to Solomon Amendment requests, staying abreast of higher education developments, serving on committees, reporting to the Registrar on academic standards, serving as backup for the VA Certifying Official, and ensuring records compliance with various policies. The position also involves training internal and external constituencies, assisting the Registrar in planning and evaluating office functions, responding to subpoenas, and assisting with participation verification, reverse transfer, and auto conferral. Collaboration with other college departments and training of staff/student assistants are also key aspects of the role. Other duties as assigned.

Requirements

Possession of a baccalaureate degree in social sciences, business administration, public administration, education, computer science, information systems, data analytics, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for managing and maintaining student records and providing excellent customer service; or any equivalent combination of education/training and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in record management and serving the public as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with student record keeping.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing and spreadsheet software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Demonstrated ability to recognize complex problems, identify possible causes and resolve the full range problems that may commonly occur in the student information systems.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Strong attention to detail.
Commitment to providing exceptional service.

Nice To Haves

Master's degree in social sciences, business administration, public administration, education, computer science, information systems, data analytics, or related field.
Extensive experience working with an integrated student information system.
Knowledge of document management, including, imaging, storage, retrieval, and complex workflow systems.
Experience in the collection, analysis, organization, and distribution of information for data-driven decisions.
Experience in leadership and management of a cross-trained staff.
Knowledge of and support a student friendly, service center approach.
Extensive knowledge of FERPA, and related regulations.
Extensive experience working with community college students in Hawaii.
Highly developed communication skills and an ability to foster collaboration across diverse groups of constituents including, students, staff, faculty, deans and administrators.
Demonstrated ability to use technology and data to enhance operations in student services.

Responsibilities

Assist the Admissions and Records Office to adopt and implement technologies to support prospective student management, enrollment management, and student record retention.
Develop standard and ad hoc reports from the University of Hawaii Student Information System that support enrollment management. Ensure data accuracy and troubleshoot discrepancies in reports. Work with UH ITS to align reporting solutions with institutional standards.
Interpret admissions, enrollment, and student records data for operational planning and compliance. Translate technical data outputs into clear, actionable insights for non-technical stakeholders. Identify enrollment trends, anomalies, and opportunities for improved data usage.
Analyze existing enrollment workflows to identify inefficiencies and opportunities for improvement. Recommend and implement process enhancements using technology. Document current and future-state processes, standards, and best practices. Support change management efforts related to new or revised workflows.
Lead the configuration and implementation of a document management system for the Admissions and Records Office. Establish standards for document indexing, access, security, and retention. Implement digitization efforts and integration with eBanner and related systems. Ensure compliance with FERPA and institutional data governance policies.
Support the implementation and adoption of new technologies for the Admissions and Records Office. Assist with system testing, user training, and post-implementation support. Develop user guides, documentation, and training materials.
Conduct research, analyze information, collect documentation, prepare and process grade changes, enrollment & degree certifications, transfer credit, placement assessment information, and other tasks associated with academic records.
Assist Registrar with end of term activities; coordinate and process student lists impacting academic standing and student enrollment statuses, such as academic actions, dean's list, and prerequisite checks.
Assist with prepare and creating enrollment and degree data submission files to the National Student Clearinghouse.
Act as liaison with the National Student Clearinghouse to verify enrollment and degree completion and resolve any discrepancies with data submissions.
Resolves academic record discrepancies and coordinates updates and corrections to student academic records.
Assumes the responsibility of the Records Office in the absence of the Registrar.
Provides supervision to the Admissions and Records Office staff in the absence of the Registrar.
Develops and modifies policies and systems in accordance with institutional needs and objectives, as well as external regulations.
Analyzes situations and provides assistance to the Registrar.
Assists with the operational, personnel, and financial functions within the office as assigned which includes but are not limited to requisitions.
Assists the Registrar in developing, planning, requesting and administering the department's operating budget which includes having knowledge of fiscal procedures.
Coordinates and directs the preparation and issuing of transcripts, grade reports, class rosters, directories, class schedules, and the College catalog.
Confers regularly with staff to plan and coordinate activities, assigns and reviews work, assists with difficult or unusual tasks, and resolves problems.
Provide high quality academic record services to students, faculty, staff, and community members via phone, email, remotely, and in-person.
Assist with fulfilling academic transcript requests, as needed.
Monitors compliance with the Family Educational Rights and Privacy Act (FERPA).
Responds to Solomon Amendment requests for student academic records.
Keeps abreast of current developments in higher education relevant to assigned functions.
Serves on various committees and as liaison with College and University departments.
Reports to the Registrar on all matters pertaining to academic standards, student satisfactory progress.
Serves as backup for Veteran Affairs (VA) Certifying Official - stays abreast of changes in requirements, laws, and policies related to VA programs.
Assists Registrar in ensuring records compliance with FERPA, Federal, and State, University of Hawaii, Honolulu Community College's policies and/or procedures relative to the management of disposition of records.
Provides training to internal and external constituencies on matters related to the Records Department.
Assists Registrar in planning, implementing, administering, monitoring, and evaluating specific functions and services of the Registrar's Office, including operating policies, procedures, processes, and recommends and/or implements as appropriate.
Assists with responses to subpoenas, requests for documents in accordance to FERPA and the University of Hawaii policies and procedures.
Assists with Participation Verification.
Assists with Reverse Transfer and Auto Conferral.
Collaborate, as necessary, with staff across the College, including Admissions, Financial Aid Services, and student and academic units to ensure accuracy and integrity of academic records.
Train staff and/or student assistants on aspects of academic records procedures and processes.
Other duties as assigned.