Associate Registrar

The Associate Registrar reports to the Registrar and carries primary responsibility for the maintenance and communication (written, electronic and verbal) of student records data. They are responsible for the timely entry and maintenance of student data in the College’s Administrative Software system, manage data reporting for the National Student Clearinghouse, and support transcript production, degree auditing, student enrollment and class scheduling.

They will assist the Registrar in ensuring that academic policies are upheld by collaborating with various offices across campus (IT, Admissions, School Deans, academic departments, etc.) and advising students, parents, faculty and staff about departmental and college-wide regulations.

• Administer attendance tracking process for the College including communicating with appropriate institutional stakeholders (instructors, Department Chairs, Deans, Registrar, etc.) to ensure timeliness relative to the posted deadline date.
• Administer grade submission process for the College including communicating with appropriate stakeholders (instructors, Department Chairs, Deans, Registrar, etc.) to ensure timeliness relative to the posted deadline date.
• Manage, maintain and process academic record updates (e.g., change of major, adding a minor, etc.) and notify relevant personnel; course substitutions and waivers as approved by appropriate institutional stakeholders; incomplete contract, incomplete extension, and credit pending grades while notifying relevant personnel and working with the respective instructor(s) to ensure delivery of appropriate final grades by agreed upon deadline; grade changes and notify relevant personnel;
  
  WD/LOA information/accomplishments and notify relevant personnel; update advisor assignments as needed and notify relevant personnel; post‑matriculation transfer credit, including prior learning and claims credits for regional/online students, as needed and notify relevant personnel; academic progress coding/accomplishments.

• Review creation or update of record from admissions data push to ensure accuracy and validity of pertinent fields.
• Process advisor assignments for incoming traditional students.
• Manage and maintain transfer credit for undergraduate students as provided by Academic Advising and for graduate students as provided by the Department Chair.
• Perform batch registration for incoming traditional undergraduate students as provided by Academic Advising.

• Perform record creation, maintenance, enrollment, enrollment changes, and grade entry for all non‑matriculated and consortium populations.
• Coordinate with Academic Advising Center and all external groups (CCGS institutions, Acadeum) to ensure appropriate communication is relayed between parties.

• Set and adhere to the College’s submission schedule for enrollment and degree data files.
• Produce, ensure the accuracy of, and submit all data files to the Clearinghouse via their secure upload portal.
• Collaborate with IT for any software updates and/or issues related to Clearinghouse data file creation.

• Assist the Registrar in the supervision of the Assistant Registrar and the Course Scheduling/Commencement.
• Act as coordinator regarding student services issues including problem resolution, forms maintenance, and processing of data, transcripts, diplomas, software upgrades, reporting, and service guidelines.
• Hire, determine schedule and supervise student worker(s) as necessary to assure proper filing of all original documents in student folders.
• Provide support to the Registrar’s Office staff with regards to problem resolution, facilitating and ensuring effective working relationships between staff and interoffice relationships, developing documentation and trainings highlighting procedures and best practices, as well as general guidance as necessary.

• Bachelor’s Degree (Required).
• Master’s Degree (Preferred).
• At least 5–8 years of work‑related experience (Required).
• Administrative Student Data systems experience, organized, detail‑oriented, able to communicate (written and verbal) with all levels of the organization, work independently, some training background is beneficial.