Position Summary
The Assistant Registrar – Academic supports the Registrar in the administration, maintenance, and integrity of academic records and academic registration processes. The position is responsible for ensuring the accuracy of student academic records, course registrations, grades, transcripts, academic standing, degree progress, and graduation records.
The Assistant Registrar works closely with the Registrar, Academic Affairs, Dean, faculty, program leadership, and other academic personnel to ensure that academic records accurately reflect students' academic progress and comply with institutional academic policies and procedures.
Essential Duties and ResponsibilitiesAcademic Records Management
- Maintain accurate and complete academic records for all enrolled and former students.
- Enter, update, and verify academic information in the student information system.
- Maintain records of courses taken, grades earned, credits completed, academic standing, program status, and other academic information.
- Review academic records for accuracy and completeness.
- Identify discrepancies in academic records and coordinate corrections with the appropriate academic personnel.
- Maintain documentation supporting changes to academic records.
- Ensure that academic records are maintained in accordance with institutional policies and applicable requirements.
Registration and Course Enrollment
- Process student registration and course enrollment in accordance with approved academic requirements.
- Verify that students are registered for courses appropriate to their academic program and curriculum sequence.
- Monitor enrollment changes, including course additions, drops, withdrawals, and section changes.
- Maintain accurate course enrollment records and class rosters.
- Coordinate with faculty and academic leadership regarding enrollment discrepancies.
- Ensure that registration records accurately reflect approved academic changes.
Grades and Academic Progress
- Process and maintain final grades submitted by faculty.
- Verify that grades are entered accurately and within established deadlines.
- Process approved grade changes and maintain supporting documentation.
- Maintain records of incomplete grades, withdrawals, repeats, and other academic outcomes.
- Assist with the preparation of academic progress reports.
- Monitor academic records for students who may be subject to academic warning, probation, dismissal, or other academic actions as directed by Academic Affairs.
- Ensure that approved academic actions are accurately reflected in student records.
Degree and Program Audits
- Conduct academic record reviews to determine student progress toward completion of program requirements.
- Assist with degree and graduation audits.
- Verify completion of required courses, credits, clinical requirements, and other approved academic requirements, as applicable to the program.
- Identify missing or incomplete academic requirements and communicate findings to the appropriate academic personnel.
- Maintain accurate documentation of degree audits and graduation eligibility determinations.
- Coordinate with Academic Affairs regarding discrepancies in curriculum completion or program requirements.
Graduation and Completion
- Assist with the academic review of students approaching program completion.
- Prepare and maintain graduation eligibility lists based on approved academic requirements.
- Verify that students have completed required academic coursework and other academic requirements before graduation.
- Coordinate with Academic Affairs regarding students who do not meet graduation requirements.
- Maintain accurate graduation and program-completion records.
- Assist with preparation of academic information required for graduation processing.
Transcripts and Academic Verification
- Process official and unofficial academic transcript requests in accordance with institutional procedures.
- Ensure that transcripts accurately reflect the student's academic history.
- Verify grades, credits, program information, academic standing, and other academic information before release of official records.
- Process authorized enrollment, degree, and academic status verifications.
- Maintain appropriate documentation of transcript and academic record requests.
- Ensure the confidentiality and integrity of academic records.
Academic Calendar and Scheduling Support
- Assist the Registrar with academic calendar-related activities.
- Maintain academic registration deadlines and academic record-processing deadlines.
- Assist with maintaining course schedules and academic section information in the student information system.
- Coordinate with Academic Affairs regarding approved changes to course sections, schedules, instructors, and enrollment information.
- Ensure that changes to academic information are properly documented and entered into institutional systems.
Faculty and Academic Coordination
- Work with faculty to resolve issues involving grades, class rosters, attendance-related academic records, and other academic documentation.
- Provide faculty with accurate class rosters and academic record information as authorized.
- Follow up with faculty regarding missing or incomplete grade submissions.
- Coordinate with academic leadership regarding approved academic record changes.
- Assist faculty and academic administrators with academic record procedures and deadlines.
Academic Records Compliance
- Maintain the confidentiality and security of student academic records in accordance with FERPA and institutional policies.
- Ensure that changes to academic records are supported by appropriate authorization and documentation.
- Maintain appropriate audit trails for academic record changes.
- Assist with internal reviews and audits of academic records.
- Provide accurate academic records and reports for institutional accreditation and compliance activities when requested by the Registrar or Academic Affairs.
- Follow institutional policies governing academic records, registration, grading, progression, and graduation.
Job Type: Full-time
Pay: $43,000.00 - $47,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Education:
Shift availability:
Work Location: In person
