Assistant Registrar

Eureka College•Eureka, CA

About The Position

The Assistant Registrar serves as a key member of the Registrar’s Office team, providing leadership support in daily office operations and helping ensure a high level of customer service to the campus community. The role supports student academic records, transfer-credit evaluation, degree audits, graduation, enrollment management, course scheduling, and Registrar’s Office communications and services. The Assistant Registrar maintains student information and records in SONIS, manages Acadeum online-course consortium enrollments, processes academic forms and transcript-related requests, and assists students, faculty, staff, alumni, and advisors. The position also supervises student employees and supports orientations, Welcome Week, commencement, and other office activities.

Requirements

Bachelor’s degree from an accredited four-year college or university.
At least one year of experience working in a professional office setting.
Ability to read and interpret documents such as college catalogs, procedure manuals, and correspondence.
Ability to write routine reports and correspondence and present information effectively in response to questions from faculty, staff, students, and parents.
Ability to perform arithmetic calculations and compute averages, ratios, and percentages.
Ability to solve practical problems, handle concrete variables in situations with limited standardization, and interpret written, oral, diagram, or schedule instructions.
Proficient personal computer skills, including email, record keeping, routine database activity, word processing, and spreadsheets.
Ability to multitask, prioritize, and organize assignments, with attention to detail and understanding of the bigger picture.
Ability to communicate effectively orally and in writing with a diverse population.
Ability to work independently and collaboratively in a team environment.
Ability to sit for long periods, climb steep flights of stairs when required, and lift files and materials weighing up to 25 pounds.
Ability to work in a fast-paced, multitasking environment, meet deadlines, and communicate with people with varied personalities, including students who may be emotional or stressed.

Nice To Haves

Experience in a Registrar’s Office or another student-services-related area.
Experience using online processes and administrative software for information management.

Responsibilities

Prepare initial degree audits for underclassmen and update them annually.
Evaluate college transcripts, complete transfer-credit evaluations for prospective students, enter transfer credits in SONIS, and maintain transfer equivalencies in TES for the Admissions Office.
Research course equivalencies for articulation agreements and memorandums of understanding, and help the Provost prepare transfer guides or course crosswalks.
Maintain Registrar’s Office-related webpages.
Manage academic components of graduation, including obtaining applications; ordering diplomas, covers, and honors stoles; preparing the graduation candidate list and Division Chairs’ read-list; assisting with final degree-audit verification; processing graduates in SONIS; mailing diplomas; and assisting with commencement as needed.
Manage Eureka College’s Acadeum enrollments, including course scheduling coordination, creating course sections in SONIS, processing adds, drops, and withdrawals in SONIS and the Acadeum portal, and coordinating with Acadeum support and other institutions to resolve student issues.
Process academic forms, including add/drop/withdrawal slips, change-of-program forms, independent and directed study applications, and exit interviews.
Maintain student information in SONIS, including addresses, biographical information, Education pages, and leave statuses.
Assist with enrollment management by verifying 10th-day rosters; monitoring and verifying midterm and final grades; assisting advisors and students with registration; advising and registering new students; and monitoring wait lists, incomplete grades, registration holds, prerequisites, and student absences.
Assist the Registrar with course-schedule building and classroom assignments in SONIS.
Process transcript requests through the National Student Clearinghouse.
Upload documents to student files in SONIS, including transcripts, degree audits, Permission Sharing Documents, and academic forms.
Process enrollment, degree, loan, and good-student verifications on paper and online through the National Student Clearinghouse.
Assist with orientations and Welcome Week events.
Serve as back-up for the Registrar in processing enrollment and degree transmissions to the National Student Clearinghouse.
Provide reports for faculty and staff.
Provide front-line assistance to students, faculty, staff, and alumni by phone, email, and walk-in service.
Maintain the office filing system and record-retention guidelines.
Communicate Registrar’s Office information to the campus community.
Supervise Registrar’s Office student employees, including interviewing, hiring, training, assigning and directing work, appraising performance, addressing complaints, and resolving problems.