Location: Louisville, KY
Category: Staff Positions
Job Type: Part-time Non-Exempt
Posted On: Mon May 18 2026
Job Description:
The primary responsibilities of this part-time (15-20 hours per week) position are 1) to provide management and support for the overall day-to-day operations of the Office of the Registrar, and 2) to oversee and maintain student status and enrollment records.
Office Operations: Management and oversight of frontline customer services.
- Develop expertise to process all ERP transactions related to registration and records (e.g., add/drop/registration, address changes, photo submissions, withdrawal/hiatus forms, etc.).
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Complete custom enrollment verifications and letters, including deferment requests.
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Manage requests for duplicate diplomas and academic records. Produce and reconcile official transcript requests with the National Student Clearinghouse.
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Oversee mailings, including retrieval and distribution of incoming electronic transcripts.
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Create and submit purchase orders/requisitions for office staff (budget management) and facilities work orders.
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Ensure office inventory (e.g., diploma mailers, Latin Honors medals, paper, toner, etc.) is adequately stocked.
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Monitor office phone's voicemail.
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Train and supervise student employees.
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Serve as the Associate Registrar's primary backup for managing the Registrar's Office inbox.
Student Records & Data Integrity: Ensure the data integrity of all student records and oversee processes to maintain accurate, up-to-date student statuses.
- Collaborate with other offices to reconcile all incoming student data before each semester's census day.
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Manage the declaration/change of major and change of advisor processes for upper-level undergraduates and graduate students. Collaborate with the Student Success Center on first-year and sophomore records as needed.
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Ensure all documents for current students are properly stored in OnBase (document imaging system). Oversee OnBase workflows and implement quality control checks for document indexing.
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Ensure the integrity and confidentiality of student and alumni records, strictly adhering to university policy and FERPA guidelines.
General Support and Other Duties:
- Support the Associate Registrar with faculty attendance reporting processes and resolve issues leading to student administrative withdrawals.
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Support the Associate Registrar with transfer credit evaluation and entry, including credit for prior learning.
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Support the Associate Registrar with National Student Clearinghouse transmissions and error reconciliation.
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Support the Associate Registrar with the input, development, and implementation of the academic course schedule each semester.
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Provide back-up support to all office staff members during absences.
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Other duties as assigned.
Job Requirements:
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Associate's degree or a minimum of three years of experience in student services, higher education, or a related field.
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Excellent customer service skills.
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Ability to be on-site for scheduled work hours.
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Professional demeanor with strong written and communication skills.
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Excellent organization and attention to detail.
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Ability to establish priorities and perform accurately under pressure.
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Aptitude for understanding and analyzing data, recognizing anomalies, and interpreting requirements.
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Willingness to learn and adopt new technology solutions.
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Team-focused and willing to contribute to achieving a higher level of service.
Preferred Qualifications:
- Proficiency with Microsoft Office products.
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Experience using Ellucian Colleague (ERP), Hyland OnBase (document imaging), or comparable technologies.
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Familiarity with the services provided by the National Student Clearinghouse.
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Ability to analyze existing procedures/practices and identify/implement improvements for efficiency and effectiveness.
Additional Information: 