Registrar

Gemological Institute of America•Carlsbad, CA

1d•$79 - $109•Onsite

About The Position

The Company: GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 600 of its 3,000 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment. C lick here to learn more about GIA! The Location: This position is located in Carlsbad, California at our corporate headquarters. The Environment: On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks! Economic friendly services - electric vehicle charging stations on-site Ergonomic assessments offered on-site and virtually The Culture : We foster an environment of autonomy, performance, and passion. Our team members collaborate extensively across various departments, providing high-quality service to internal staff, stakeholders, and the organization as a whole . We value initiative, cross-functional cooperation, and a commitment to excellence in all our endeavors. What to expect: We offer competitive medical, dental, vision and matching 401-K plans (no vesting ) Paid vacation, sick and holidays, tuition assistance , commuter benefits JOB OVERVIEW: The Registrar provides supervisory oversight of student records functions and serves as an accountable custodian of official student records, ensuring consistent coverage, regulatory compliance, and high-quality service across U.S. campuses. The position supports and supervises staff responsible for student engagement and record accuracy, translating complex federal and institutional requirements into clear, practical guidance while maintaining audit readiness and data integrity. In addition, the Registrar provides supervisory oversight of student-facing financial aid intake operations and is expected to pivot and provide hands-on support when operational or compliance needs require immediate attention.

Requirements

Familiarity with current trends and regulations in the registrar field and experience leading the effective use of academic records management technologies.
Strong understanding of FERPA and student records privacy issues.
Strong analytical, organizational, written/verbal communication, interpersonal, and relationship-building skills.
Strong knowledge of the principles and practices of student enrollment, records retention, and FERPA
Flexible, self-motivated, team-oriented, and solution-oriented to effectively deal with a variety of people and situations
Superior coaching and mentoring skills.
Must possess strong diplomacy skills and ability to use sound judgment and discretion in handling sensitive issues with confidentiality and discretion.
Advanced computer skills utilizing software such as Microsoft Office Suite, e.g., MS Word, Excel, PowerPoint; and e-mail.
Ability to deal effectively with a variety of personalities to establish and maintain effective working relationships.
Ability to prioritize and resolve conflict when necessary.
Bachelor's degree in higher education administration, education services, college student affairs or related field and 6-8+ years ’ experience related to the administration of student records.
3+ year of experience leading or supervising staff
Experience with Student Information Systems (SIS), Customer Relationship Management (CRM) and other technology tools related to working with student records and academic record-keeping are required.

Responsibilities

Oversee student records management activities, including enrollment status changes, enrollment verifications, grade processing, transcript requests, and credential issuance, as applicable.
Maintain documentation and records required for internal reviews, audits, accreditation, and regulatory reporting.
Ensure accurate and timely updates to student data within the Student Information System (SIS) and Customer Relationship Management (CRM) systems.
Serve as Principal Designated School Official (PDSO) and oversee compliance with SEVIS requirements for applicable students, including coordination with Designated School Officials (DSOs), monitoring enrollment status, and ensuring accurate and timely SEVIS reporting in accordance with federal regulations.
Resolve escalated student, staff, and records-related issues through sound judgment, policy enforcement, and collaborative problem-solving.
Collaborate with Student Affairs and Instruction, and campus leadership to align processes, improve service delivery, and ensure regulatory adherence.
Support SIS and CRM maintenance activities, including testing, troubleshooting, data validation, and process improvements.
Oversee compliance with SEVIS requirements for applicable students, including coordination with designated school officials (DSOs), monitoring enrollment status, and ensuring accurate and timely reporting.
Serve as a School Certifying Official (SCO) and ensure compliance with U.S. Department of Veterans Affairs education benefit requirements, including enrollment certifications, eligibility monitoring, and maintenance of required documentation.
Oversee Student Status Confirmation Report (SSCR) processes, ensuring accurate and timely enrollment reporting and resolution of discrepancies.
Serve as an institutional notary public, as authorized, to notarize education-related documents in support of student services, regulatory, and administrative requirements.
Translate complex regulatory and technical language into clear, actionable guidance for staff and students.
Interpret and apply federal financial aid regulations, institutional policies, and technical compliance requirements to support daily operations and escalated decision-making.
Monitor workflows and workloads across intake and records functions, reallocating resources and stepping in as needed to maintain continuity of service and mitigate compliance risk.
Provide supervisory leadership for student records functions and financial aid intake supporting U.S. campuses, including hiring, training, coaching, scheduling, and performance evaluation of staff.
Ensure consistent coverage of student-facing financial aid intake services, including initial student inquiries, document collection, and coordination with Financial Aid processing teams.
Meet regularly with students, as needed, to ensure timely financial aid review, accurate packaging, and resolution of intake issues in order to support enrollment progression and secure seats
Perform other duties as assigned to support institutional operations and compliance objectives.