Assistant Registrar - Records and Advisement
Hours: Full-Time, Salary
Job Summary: The Assistant Registrar manages the university's undergraduate degree audit and graduation conferral process, including initial and final audits, graduation notifications, honors and graduation records, and the awarding of degrees, diplomas, and certificates. Maintains undergraduate course, program, and degree requirement data within the student information system, degree evaluation system, class schedule, and published catalogs, and serves as a policy resource for department chairs and administrators on degree-requirement interpretation. Manages the undergraduate academic advising program, including advisor training, advising guide development, and implementation of university advising policies and processes. Assists the Director of Records and Advisement in the efficient use of departmental resources and in leading and training department staff and student workers, and assumes the responsibilities of the Director in the Director's absence.
Duties and Responsibilities
- Administers the undergraduate degree audit and award process, including processing initial and final audits, notifying students of graduation status, assisting students with graduation deficiencies, maintaining graduation and honors records, and awarding of degrees.
- Maintains undergraduate courses, prerequisites and restrictions, and program requirements within the student information system, degree evaluation system, class schedule, and published catalogs.
- Consults with department chairs and administrators on academic policy interpretation and other issues related to degree requirements.
- Evaluates student transcripts and confers with departments regarding the awarding of transfer credit and waivers.
- Develops and maintains undergraduate degree audit and award procedures and related materials, including website content, advisor notifications, and student communications.
- Supports commencement activities by providing undergraduate graduation lists, statistical data, and reports.
- Maintains compliance with undergraduate auditing and conferral procedures and deadlines established by federal regulations, state regulations, and University policy.
- Reviews and processes undergraduate diplomas and certificates upon program completion, processes duplicate diploma requests, and provides related notarization services for international verification.
- Manages the undergraduate advisement program, including training faculty advisors, developing the advising guide, and developing and implementing University advising processes and policies.
- Serves on university committees as a representative of the Records and Advisement Office and works on special projects as needed.
- Assists the Director of Records and Advisement in the efficient use of departmental resources and in leading and training department staff and student workers; assumes the responsibilities of the Director in the Director's absence.
- Performs all other reasonably related business functions as assigned.
Special Requirement: Must have an expressed commitment to Jesus Christ and the teachings and mission of the Seventh-day Adventist (SDA) Church; must be a member of the SDA Church in good and regular standing.
Education and Experience
Bachelor's degree required; minimum of ten (10) years of experience in higher education administration or a faculty setting required. Master's degree preferred. Prior counseling or academic advising experience helpful.
Skills
- Excellent verbal and written communication skills.
- Proficiency with student information systems and degree audit/evaluation software (e.g., Ellucian Colleague, DegreeWorks, or comparable platform).
- Proficiency with Microsoft Office (Word, Excel, Outlook) or comparable productivity software.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing demands.
- Ability to work independently, exercise sound judgment, and take initiative with minimal supervision.
- Working knowledge of FERPA and other applicable student-records privacy regulations.
Typical Physical Demands
Requires sitting, standing, bending, and reaching. May require lifting up to 25 pounds. Requires manual dexterity sufficient to operate standard office equipment (computers, scanners, printers, telephone). Requires normal range of hearing and vision.
Working Conditions
Essential tasks are performed under normal office/school conditions with little or no noticeable discomfort. Work area is well-lighted and ventilated.