Assistant Registrar

Albert Einstein College of Medicine•New York, NY

About The Position

The Assistant Registrar is an intermediate-level professional whose primary responsibility is administering academic-record, registration, curriculum, reporting, and compliance functions for medical and graduate education programs. The position independently interprets and applies academic policies, evaluates individual circumstances and supporting documentation, resolves routine and moderately complex issues, and determines appropriate actions within delegated authority. The Assistant Registrar safeguards the accuracy, integrity, confidentiality, and appropriate use of student information and advises students, faculty, and academic departments regarding registration, academic-record, and degree requirements. The Assistant Registrar has delegated authority to evaluate and approve routine academic-record and registration actions, resolve moderately complex cases, authorize appropriate data corrections, and provide policy guidance within established institutional standards. The position evaluates relevant facts, considers alternative courses of action, and determines appropriate resolutions without requiring prior approval for every decision. Significant exceptions, precedent-setting matters, new policy interpretations, and issues involving substantial legal, financial, or institutional risk are escalated to the Registrar. Working closely with students, faculty, program directors, and other institutional stakeholders, the Assistant Registrar provides responsive service and helps ensure compliance with institutional policies, the Family Educational Rights and Privacy Act (FERPA), accreditation requirements, and applicable federal and state regulations.

Requirements

Bachelor’s degree from an accredited institution and at least three years of progressively responsible experience in a registrar’s office, academic affairs, student services, records administration, or a comparable higher-education environment. An equivalent combination of education and relevant experience may be considered.
Experience administering confidential or regulated records and managing detailed, data-intensive processes.
Demonstrated knowledge of student registration, academic records, grading, enrollment-status changes, and degree-completion processes.
Working knowledge of FERPA and established practices for protecting, retaining, and appropriately releasing student information.
Demonstrated ability to interpret and consistently apply academic policies, evaluate supporting documentation, and determine appropriate action within established guidelines.
Experience investigating data or records discrepancies, identifying appropriate corrections, and resolving routine and moderately complex issues.
Proficiency with student information systems, databases, spreadsheets, reporting tools, and standard office applications.

Responsibilities

Administer assigned academic-record and registration functions requiring the interpretation and application of institutional policies.
Evaluate and approve, deny, or refer registration, add/drop, withdrawal, leave-of-absence, enrollment-change, grade-change, transfer-credit, advanced-standing, and other record-adjustment requests.
Determine whether individual requests and supporting documentation satisfy academic-policy and institutional requirements.
Independently resolve routine and moderately complex records and registration matters within delegated authority, considering the facts and available courses of action.
Identify cases involving significant exceptions, new policy interpretations, compliance risk, or potential institutional impact and recommend appropriate action to the Registrar.
Analyze student and curriculum records, determine appropriate corrective action, and authorize routine corrections within established controls.
Interpret and apply FERPA and institutional requirements when determining whether and how student information may be released.
Manage the visiting-student process and make routine eligibility, registration, documentation, and completion determinations within established policy.
Advise students, faculty, program directors, and academic departments on registration options, academic-record policies, degree requirements, and appropriate resolution of individual cases.
Analyze inconsistencies between approved curriculum requirements and system records and determine or recommend corrective action.
Review and verify official academic documents for accuracy and compliance before issuance.
Recommend improvements to policies, procedures, communications, and internal controls based on identified operational or data-quality issues.
Analyze and validate student, curriculum, enrollment, retention, graduation, and other institutional data used for internal and external reporting.
Investigate reporting exceptions, reconcile conflicting information, and determine necessary corrections before reports are finalized.
Evaluate National Student Clearinghouse reporting errors and determine appropriate corrections in coordination with relevant offices.
Assess the effect of system upgrades on registration, academic records, reporting, and compliance requirements.
Develop test scenarios, evaluate system results, document deficiencies, and recommend corrective action.
Interpret and apply FERPA, retention, data-governance, accreditation, and institutional requirements to assigned operations.
Evaluate Registrar workflows and recommend changes that improve accuracy, compliance, service, and internal controls.