Registrar Assistant- AZ

The Registrar Assistant is responsible for providing frontline customer service for the Office of the Registrar, which includes greeting visitors, answering phones, responding to a high volume of email inquiries, and assisting with general administrative tasks. This position reports to the Associate Registrar.
Essential Duties and Responsibilities

• Provide excellent customer service on behalf of the Office of the Registrar by answering and directing phone calls, responding to a high volume of email inquiries, greeting and assisting students, alumni, faculty, staff, and other visitors, and addressing general questions in a professional, courteous, and timely manner.
• Process verification of enrollment forms, graduation verification letters, duplicate diploma orders, and official transcript requests through our academic credential management platform,
• Responsible for processing a high volume of enrollment verification requests from employers, educational institutions, licensing boards, and other external organizations, ensuring accuracy, FERPA compliance, and timely service delivery.
• Grant and modify student tracking, add/drop, academic reports, and related online system access permissions as authorized.
• Maintain the electronic filing system for student records, including scanning and uploading academic records.
• Monitor and process legal name change requests.
• Prepare and submit regularly scheduled National Student Clearinghouse reports.
• Review graduate scan files for accuracy based on departmental record retention policy.
• Assist with graduation activities as assigned.
• Assist with updating the Registrar LMS courses
• Uploads block schedules in accordance with the block schedule policy
• Maintain office supply inventory and order office supplies as required.
• Coordinate invoice processing and submit check and PO requests.
• Adhere to FERPA regulations and maintain a high level of confidentiality.
• Assist with updating Registrar policy and procedure manual as assigned.
• Maintain familiarity with the student handbook.
• Supports the annual catalog updating process by assisting with communications, distributing deadline reminders, and maintaining project documentation.
• Attend training workshops/seminars as deemed appropriate by Registrar or Associate Registrar.
• Maintain a professional office presence.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The individual must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High School Diploma, GED, or equivalent required;
Associate's degree preferred. 3-5 years’ experience working in a team environment with a high focus on customer service required. Prior experience working in a Registrar Office or other administrative area within higher education preferred. Experience supporting a diverse community is a plus.

Computer Skills

Computer proficiency in MS Office (Word, Excel, Power Point, PowerPoint, Outlook) required. Microsoft SharePoint and familiarity with Student SIS is preferred.

Mathematical Ability

Intermediate skills :
Ability to calculate figures and amounts such as discounts, interests, commissions and proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential…