Registrar-Miller-Motte College

Ancora Education•Chattanooga, TN

2d•Onsite

About The Position

The Registrar is responsible for the accuracy, integrity, privacy, and security of all academic records, including proof of graduation, attendance, student schedules, grades, SAP Appeals, SAP Academic Plans, transcripts, and graduation lists. They provide excellent customer service to students and functional departments on campus by responding to requests for information and assistance promptly. The Registrar ensures campus compliance with the Family Educational Rights and Privacy Act (FERPA) and supports the functions of the Director of Education, Education Manager, Library/Resource Manager, Program Directors, and Faculty.

Requirements

Bachelor’s degree or related experience
Knowledge of Microsoft Office and/or Google Workspace programs
Knowledge of Student Information Systems
Superior customer service and communication skills
Ability to multi-task and prioritize in a fast-paced environment
Ability to consistently meet all deadlines
Ability to work independently and in a team environment
Attention to detail

Nice To Haves

Master’s Degree preferred
Three years of experience in a Registrar’s Office preferred
Experience with student management software (e.g., CampusNexus)
Experience in building schedules for course delivery

Responsibilities

Creates, updates, and archives academic records and files for all students (active and inactive) to ensure accuracy, completeness, and compliance with institutional, accreditation, federal, and state guidelines.
Receives new student files and follows up with Admissions to request missing items.
Communicates with the Director of Education and Director of Admissions weekly regarding outstanding student record items.
Files updated transcripts, schedules, and other academic correspondence into student files.
Audits academic student files for graduating and withdrawing students to ensure completeness before archiving.
Monitors attendance data daily and submits appropriate paperwork.
Archives and maintains accuracy of attendance reporting for compliance.
Prepares, obtains approval for, and distributes student attendance notifications.
Maintains an accurate student population list in the student information system (CampusNexus).
Retains back-up documentation of key information (starts, re-entries, withdrawals, dismissals, graduates, leaves) for compliance.
Processes withdrawn and graduating students in a timely manner for compliance.
Prepares and presents weekly, monthly, quarterly, and annual population reports to the Director of Education.
Maintains accurate student transcripts for matriculated students.
Processes credit transfer requests and prepares student notifications.
Ensures final grades are entered into CampusVue and transcripts are complete.
Spot-checks the computation of student grade point averages (current term and cumulative) for accuracy.
Ensures all 'I' (Incomplete) grades are resolved promptly per school policy.
Generates and presents reports to identify student performance against Satisfactory Academic Progress standards.
Maintains a record documenting file review of students and actions taken based on SAP review (probation, dismissal, etc.).
Prepares and distributes notification letters for probation and dismissal of students.
Prepares a list of expected candidates for graduation for the upcoming two terms for Director of Education review.
Creates and distributes certificates for Dean's List, Honors, and Perfect Attendance.
Orders/processes graduating student diplomas.
Processes requests for official transcripts and distributes them promptly.
Ensures accuracy of grading legend on academic transcript form matches the catalog.
Assists the Director of Education and Program Coordinators in formulating the Master Schedules of Classes.
Assists the Director of Education and Program Coordinators with student registration.
Provides continuing student schedules for the upcoming term at least three weeks before the end of the current term.
Ensures all continuing students receive final class schedules for the next term prior to the final week of the current term.
Prepares class schedules for new students during orientation.
Maintains master syllabi files and archives them by date and course for compliance.
Gathers and provides academic information for accrediting, federal (IPEDS), state licensure, and agency reports.
Assists with the preparation of accreditation materials and reports.
Provides information on proper record-keeping methods (attendance, grading, start/end-of-term procedures).
Assists in the organization of commencement exercises and related activities.
Remains accessible to students for questions and concerns.
Maintains current knowledge of federal, state, and institutional regulations.
Participates in professional development and in-service programs.
Performs other duties as assigned by the Director of Education or Campus Director.