Assistant Registrar

Ursinus College•Collegeville, PA

About The Position

The Assistant Registrar assists in coordinating the Registrar’s Office, including academic records, student registration, and academic scheduling. The role supervises office functions, including transcript and transfer credit duties, and supports smooth operations in accordance with institutional policies. It also maintains accurate and confidential student records, coordinates registration and degree-verification processes, supports graduation and grade processing, and provides academic records and registration guidance to students, faculty, and parents. The position contributes to curriculum implementation and academic initiatives, including the College’s APEX: Applied. Professional. Experiential initiative. It collaborates with academic departments, supports integration of experiential learning data into academic records, prepares reports, and helps improve office processes and technology use. The Assistant Registrar also helps ensure compliance with academic policies, accreditation standards, FERPA, and other applicable requirements.

Requirements

Two to five years of registrar-related experience.
Excellent database skills.
Excellent interpersonal skills.
Excellent written communication skills.
Excellent oral communication skills.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Assist the Registrar in coordinating Registrar’s Office functions and ensuring alignment with institutional policies.
Collaborate in developing and implementing office procedures to improve workflow and service delivery.
Handle correspondence, scheduling, and telephone communications for the Registrar.
Maintain office reports, logs, and files for reference and audits.
Maintain a student-centered office while adhering to academic policies and institutional standards.
Coordinate registration processes and help resolve registration-related issues.
Maintain and update student records and transcripts accurately and confidentially.
Check degree requirements and coordinate the degree-verification process.
Oversee preparation of graduation lists and diploma orders, and grade entry.
Coordinate grade changes in accordance with established policies and procedures.
Help develop and maintain a registration calendar aligned with academic schedules and institutional deadlines.
Input Study Abroad transfer credit information and monitor compliance with academic policies.
Prepare and distribute routine and ad hoc reports for academic planning and decision-making.
Implement curriculum changes associated with the College’s APEX: Applied. Professional. Experiential initiative.
Collaborate with academic departments to communicate curriculum changes and align them with degree requirements.
Support integration of experiential learning data into academic records to track student progress and completion.
Maintain proficiency in relevant information technology, including student information systems, degree audit tools, and reporting software.
Identify opportunities to implement technologies that improve data accuracy, registration, and student service delivery.
Participate in training on evolving technology platforms and reporting tools.
Assist and advise students and faculty regarding academic records, degree requirements, and registration procedures.
Respond to inquiries from students, faculty, and parents while maintaining a high standard of customer service.
Facilitate workshops or informational sessions on registration, degree audit tools, or related topics.
Ensure adherence to academic policies concerning registration, grading, and degree certification.
Assist in reviewing and updating Registrar’s Office policies to maintain compliance with institutional and accreditation standards.
Participate in audits to verify academic-record accuracy and compliance with FERPA and other regulatory requirements.