Assistant Registrar

Responsibilities Job Description

NORMAL

WORK HOURS:

40 hours per week, Monday-Friday

IMMEDIATE SUPERVISOR: Associate Registrar

OTHERS WHO MAY ASSIGN WORK: Registrar

The Assistant Registrar serves as a primary point of contact for the Registrar’s Office and collaborates closely with adjacent academic teams to provide responsive, knowledgeable service to students, faculty, staff, and external stakeholders. The position supports a broad range of academic records and registration functions, with particular emphasis on standard and non-standard course registration, study away, major declarations, academic advising processes, degree audits, and transcript-related components of Olin’s Learning Continuum.

Working closely with the Associate Registrar, the Assistant Registrar supports the College’s daily, semester-based, and annual registration operations. The position has primary responsibility for coordinating, processing, and maintaining records for non-standard academic activities, including independent study, research, cross-registration, course substitutions, transfer credit, Passionate Pursuits, and Co-Curricular programs. As a lead team member of the Registrar’s Office front-line operations, the Assistant Registrar ensures a welcoming and service-oriented experience while responding to inquiries, resolving routine and complex issues, and connecting constituents with appropriate resources.

The position also provides support for College visitors, programs, and special events as needed. Working both independently and collaboratively within a small, highly integrated office, the Assistant Registrar performs a broad range of skilled administrative and academic records functions and contributes to projects and initiatives that support the Registrar’s Office and partner teams. The successful candidate will be highly organized and detail-oriented, possess excellent written and verbal communication skills, demonstrate strong judgment and discretion, and effectively manage multiple priorities and deadlines.

The ideal candidate will also be technologically proficient, eager to learn new systems and tools, proactive in identifying and addressing needs, and committed to providing exceptional service.

• Serve as a primary point of contact for the Registrar’s Office, providing timely, accurate, and student-centered service to the Olin community and external stakeholders.
• Respond to student requests and questions related to transcripts, enrollment verifications, registration, grading, transfer credit, academic records, and other Registrar services.
• Triage internal and external inquiries, resolving requests when appropriate and connecting individuals with the appropriate office or resource when needed.
• Communicate Registrar policies, procedures, deadlines, and requirements clearly and consistently to students, faculty, staff, and other stakeholders.

• Create, process, maintain, and ensure the accuracy of records for non-standard academic activities, including independent study, research, cross-registration, Passionate Pursuits, and Co-Curricular programs.
• Coordinate and process home and host cross-registration activities and maintain associated student and academic records.
• Create and maintain semester registration materials, curriculum-related resources, instructions, forms, and other communications for students and faculty.
• Partner with the Registrar’s Office team to support registration information sessions and develop resources that help students understand registration processes, including how to register and how to use advising worksheets.
• Monitor registration activity and follow up with students who have not completed required approvals or registration by established deadlines.
• Maintain accurate and complete student academic files in accordance with College policies and applicable record-retention and privacy requirements.
• Manage and process Course Substitution and Transfer Board requests and maintain related documentation.
• Process approved transfer credit and ensure accurate application to student academic records and degree…