Deputy University Registrar

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FT EXEMPT-610001 Frankfort, KY, US

2 days ago Requisition

TITLE: Deputy University Registrar

DEPARTMENT: Office of the University Registrar, Division of Student Success

REPORTS TO: University Registrar

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

The Deputy University Registrar serves as the principal deputy to the University Registrar and provides leadership in the administration of student records, registration services, academic scheduling, and enrollment operations for Kentucky State University. This position is responsible for ensuring the integrity, accuracy, security, and confidentiality of student academic records while supporting institutional compliance with applicable federal and state laws, accreditation standards, and university policies.

The Deputy University Registrar collaborates with academic departments and administrative offices to support student enrollment, academic progression, degree completion, and institutional reporting while promoting efficient and student-centered registrar services.

ESSENTIAL JOB FUNCTIONS:

• Maintain regular, reliable, and punctual on-campus attendance. This position requires in-person work as an essential function to provide direct services to students, faculty, staff, and visitors; access and manage confidential student records and official academic documents; process registrations, transcripts, graduation certifications, and other records requiring secure access to university systems; collaborate with academic departments and administrative offices; participate in commencement and other university events;
  
  and perform duties requiring access to university equipment, records, and systems maintained on campus.
• Supervise, train, evaluate, and provide leadership to professional and student staff within the Office of the University Registrar.
• Manage daily registrar operations in the absence of the University Registrar and assist with strategic planning and departmental initiatives.
• Maintain the integrity, accuracy, security, and confidentiality of student academic records in accordance with university policy, the Family Educational Rights and Privacy Act (FERPA), and applicable federal and state laws.
• Manage student registration processes, including course registration, enrollment, add/drop activity, withdrawals, curriculum changes, appeals, and graduation applications.
• Coordinate with academic departments to develop, maintain, and publish class schedules that support instructional needs and student enrollment.
• Process enrollment verification requests through the National Student Clearinghouse.
• Process graduate admissions applications and maintain student records within the university's student information system.
• Serve as the primary institutional contact for transfer credit evaluations, transfer course equivalencies, and approval of transfer coursework.
• Coordinate grade processing, transcript production, graduation clearance, degree audits, degree conferral, and diploma ordering through the University's designated vendor.
• Process major and minor changes, grade changes, FERPA requests, registration changes, withdrawals, and other student record transactions.
• Determine student residency classifications in accordance with applicable state regulations and university policy.
• Verify student-athlete academic eligibility in accordance with NCAA, conference, institutional, and other applicable requirements.
• Generate, analyze, and distribute reports related to enrollment, registration, graduation, academic progress, and institutional reporting using Banner, ARGOS, and other reporting systems.
• Develop, recommend, implement, and enforce institutional policies and procedures related to registration, academic standing, graduation requirements, academic records, and records retention.
• Develop and maintain recordkeeping systems that preserve student academic records in accordance with university policy, accreditation standards, and applicable laws.
• Maintain Registrar Office website content by creating, editing, organizing, and updating information to ensure accuracy, accessibility, and consistency with university standards.
• Identify opportunities to improve operational efficiency, customer service, and business processes through technology and best practices.
• Provide guidance to students regarding degree pathways, academic policies, registration procedures, and graduation requirements.
• Collaborate with faculty, academic advisors, and other university offices to support student success and academic progression.
• Participate in the implementation and maintenance of Banner, Degree Works, Course Leaf, National Student Clearinghouse services, and other registrar technologies.
• Represent the Office of the University…