Assistant Registrar, Registrar Services

The Assistant Registrar for Registrar Services oversees thefrontline service related processes in the department, ensuring alltasks are completed accurately and in a timely manner according to university policies and procedures. They provide students, parents,university employees, and the public with essential information about records, registration, general enrollment, and other university-related matters. As a key member of the Office of the University Registrar management team, they collaborate on initiatives and decisions to improve departmental operations.

Therole emphasizes delivering exceptional customer service, ensuring that all individuals receive knowledgeable, courteous, prompt,consistent, and professional assistance.

• Supervises the daily operations of the academic record process,including the completion of transcript and certificationrequests.
• Supervises the Registrar Services Coordinator and Registrar Services Assistants to ensure processes are completed in a timelyand efficient manner to meet customer satisfaction.
• Coordinates the work schedules of staff to ensure adequate coverage of the area.
• Assists in resolving problems with the overflow of requestsduring peak periods.
• Ensures forms and letters are filed in an easily retrievablemanner and maintained according to records retention policies.
• Assists in the hiring of new staff for the office.
• Supervises communication processes, ensuring phone lines are operational and answered promptly. Ensures that voice messages areretrieved and return calls are made in a timely manner.
• Ensures that office mail is picked up and delivered in a timely manner.
• Ensures that transcript and diploma payments received by mailare processed daily.
• Coordinates with the student services areas within the academic units on the MCV campus and processes registrar functions asneeded, including student registration and recordsmaintenance.

• Updates student records to reflect changes such as correctionsto SSN, grade exclusion options, administrative holds, deceasedstudents, FERPA/privacy notations, grade changes, honor policy violations, and graduate suspensions.
• Accurately enters data to ensure all applicable deadlines aremet and all relevant offices are notified, following established policies and procedures. Performance is measured by the frequencyof errors on edit printouts or those reported by students and administrators.
• Processes all subpoena requests and consults with the legal office to ensure the requests are handled properly and in accordance with legal requirements.
• Notarizes diplomas and transcripts for apostille, ensuring thatdocuments meet the necessary legal requirements for internationalverification and authentication.

• Serves as a member of the Office of the University Registrarmanagement team, providing input and suggestions for improvements and changes to the unit.
• Meets with deans, directors/associate directors, students,staff, and colleagues to resolve problems, gather knowledge, offeradvice, make recommendations and ensure policies and procedures are effectively communicated and understood.

• Assists with other Office of the University Registrar processes as needed, providing support in various areas to ensure smoothdepartment operations.

• Ability to understand and apply federal and state guidelines related to privacy rights.
• Ability to obtain a commission as a Virginia Notary Public
• Strong logical reasoning skills and the ability to maintain accurate records.
• Excellent oral and written communication skills.
• Ability to work well with…