Associate Registrar

Roanoke College•Salem, VA

About The Position

The Associate Registrar supports the Registrar’s Office and serves with full authority in the Registrar’s absence. The role oversees registration-related operations, maintains academic records and systems, supports students and faculty with academic requirements, and coordinates processes and communications across College offices. The Associate Registrar also serves as a liaison with Information Technology, Institutional Research, the Veterans Administration, and other institutional groups.

Requirements

Bachelor’s degree required.
Expertise in using the Ellucian Colleague Student Information System.

Responsibilities

Serve with full authority in the absence of the Registrar.
Support Colleague’s Degree Audit system for academic programs and degree requirements, including setting up and maintaining course equate codes and writing rules when necessary.
Oversee registration and related operations.
Work with IT to revise general education requirements in the Degree Audit system during the 2026–2028 revision process.
Work with IT to revise Registrar’s Office processes as part of the 2026–2027 system-side modernization process.
Process degree audit exceptions and overrides to program requirements in cooperation with the Registrar.
Serve as Data Team Manager in the College’s working relationship with Transfer Virginia, participating in twice-monthly meetings and three annual refresh cycles.
Assist in maintaining academic records, including classification, rank, and student source updates.
Coordinate compilation and distribution of registration documents for faculty and students; manage class preregistrations and registrations.
Monitor Student Planning and troubleshoot as needed.
Coordinate faculty notifications regarding class rosters, no-shows, add/drop activity, and grade submissions, including end-of-term, IN, and NG grades; forward final grades to the Assistant Registrar for data entry and record no-show reports.
Monitor applied music registration and billing for applicable charges.
Process batch registrations and withdrawals, including those for Linking Lives students.
Monitor IL term enrollments and communicate with the Business Office about applicable second-term and late-registration fees; the IL term is scheduled to sunset in May 2027.
Monitor student overloads by term, communicate with students about overload fees, direct students to the Associate Vice-President of Academic Affairs for Operations regarding permission forms, and notify the Business Office when fees are to be assessed.
Serve on the Commencement Operations Group, Care Team, Data Standards Group, RCRV Operations Committee, Transfer Brain Trust, Special Initiatives Operations Group, and Coursedog Operations Group.
Set up codes for new and returning student check-in, monitor completion, send reminders, and notify the Business Office when late check-in fees are to be assessed.
Process all College withdrawals, provide weekly withdrawal reports to appropriate offices, correspond with former students planning to return, and reactivate returning students’ records.
Prepare and submit diploma orders; prepare the list of prospective graduates for the commencement program; and work with Marketing and Communications on the program.
Maintain the department budget and pertinent files, and process reimbursement requests and invoice approvals for the Registrar’s budget.
Use Entrinsik Informer to produce reports for the Registrar’s Office and other departments.
Advise students on Intellectual Inquiry program requirements and related substitutions.
Complete transfer credit evaluations in the Registrar’s absence.
Prepare the academic calendar for each term and academic year and post it to the College webpage; monitor academic calendar deadlines.
Maintain the Registrar’s Office webpage and monitor web settings to ensure appropriate terms are available for viewing and registration.
Serve as liaison between the Registrar’s Office and the Office of Institutional Research and Information Technology.
Serve as liaison between the College and the Veterans Administration.
Perform other duties as assigned.