Title: Assistant Registrar
Position Number: 0078207
Hiring Unit: Student Services, Admissions & Records
Location: Honolulu Community College
Date Posted: September 1, 2026
Date Closing: October 1, 2026 - Extended Closing Date
Band: B
Salary: Salary Schedules and Placement Information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
Other conditions: General funds to begin approximately July 2026, pending position clearance, availability of funds, satisfactory performance and program needs.
Duties and Responsibilities (* denotes essential functions):
1. *Assist the Admissions and Records Office to adopt and implement technologies to support prospective student management, enrollment management, and student record retention.
2. *Develop standard and ad hoc reports from the University of Hawaii Student Information System that support enrollment management. Ensure data accuracy and troubleshoot discrepancies in reports. Work with UH ITS to align reporting solutions with institutional standards.
3. *Interpret admissions, enrollment, and student records data for operational planning and compliance. Translate technical data outputs into clear, actionable insights for non-technical stakeholders. Identify enrollment trends, anomalies, and opportunities for improved data usage.
4. *Analyze existing enrollment workflows to identify inefficiencies and opportunities for improvement. Recommend and implement process enhancements using technology. Document current and future-state processes, standards, and best practices. Support change management efforts related to new or revised workflows.
5. *Lead the configuration and implementation of a document management system for the Admissions and Records Office. Establish standards for document indexing, access, security, and retention. Implement digitization efforts and integration with eBanner and related systems. Ensure compliance with FERPA and institutional data governance policies.
6. *Support the implementation and adoption of new technologies for the Admissions and Records Office. Assist with system testing, user training, and post-implementation support. Develop user guides, documentation, and training materials.
7. *Conduct research, analyze information, collect documentation, prepare and process grade changes, enrollment & degree certifications, transfer credit, placement assessment information, and other tasks associated with academic records.
8. *Assist Registrar with end of term activities; coordinate and process student lists impacting academic standing and student enrollment statuses, such as academic actions, dean's list, and prerequisite checks.
9. *Assist with prepare and creating enrollment and degree data submission files to the National Student Clearinghouse.
10. *Act as liaison with the National Student Clearinghouse to verify enrollment and degree completion and resolve any discrepancies with data submissions
11. *Resolves academic record discrepancies and coordinates updates and corrections to student academic records.
12. *Assumes the responsibility of the Records Office in the absence of the Registrar
13. *Provides supervision to the Admissions and Records Office staff in the absence of the Registrar
14. *Develops and modifies policies and systems in accordance with institutional needs and objectives, as well as external regulations.
15. *Analyzes situations and provides assistance to the Registrar
16. *Assists with the operational, personnel, and financial functions within the office as assigned which includes but are not limited to requisitions.
17. *Assists the Registrar in developing, planning, requesting and administering the department's operating budget which includes having knowledge of fiscal procedures.
18. *Coordinates and directs the preparation and issuing of transcripts, grade reports, class rosters, directories, class schedules, and the College catalog.
19. *Confers regularly with staff to plan and coordinate activities, assigns and reviews work, assists with difficult or unusual tasks, and resolves problems.
20. *Provide high quality academic record services to students, faculty, staff, and community members via phone, email, remotely, and in-person.
21. *Assist with fulfilling academic transcript requests, as needed.
22. *Monitors compliance with the Family Educational Rights and Privacy Act (FERPA)
23. *Responds to Solomon Amendment requests for student academic records.
24. *Keeps abreast of current developments in higher education relevant to assigned functions.
25. Serves on various committees and as liaison with College and University departments.
26. *Reports to the Registrar on all matters pertaining to academic standards, student satisfactory progress.
27. *Serves as backup for Veteran Affairs (VA) Certifying Official - stays abreast of changes in requirements, laws, and policies related to VA programs.
28. *Assists Registrar in ensuring records compliance with FERPA, Federal, and State, University of Hawaii, Honolulu Community College's policies and/or procedures relative to the management of disposition of records.
29. *Provides training to internal and external constituencies on matters related to the Records Department.
30. *Assists Registrar in planning, implementing, administering, monitoring, and evaluating specific functions and services of the Registrar's Office, including operating policies, procedures, processes, and recommends and/or implements as appropriate
31. *Assists with responses to subpoenas, requests for documents in accordance to FERPA and the University of Hawaii policies and procedures
32. *Assists with Participation Verification.
33. *Assists with Reverse Transfer and Auto Conferral
34. *Collaborate, as necessary, with staff across the College, including Admissions, Financial Aid Services, and student and academic units to ensure accuracy and integrity of academic records.
35. *Train staff and/or student assistants on aspects of academic records procedures and processes.
36. Other duties as assigned.
Minimum Qualifications:
1. Possession of a baccalaureate degree in social sciences, business administration, public administration, education, computer science, information systems, data analytics, or related field and 3 year(s) of progressively responsible professional experience with responsibilities for managing and maintaining student records and providing excellent customer service; or any equivalent combination of education/training and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
2. Considerable working knowledge of principles, practices and techniques in record management and serving the public as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
3. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with student record keeping.
4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
5. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
7. Demonstrated ability to operate a personal computer and apply word processing and spreadsheet software.
8. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
9. Demonstrated ability to recognize complex problems, identify possible causes and resolve the full range problems that may commonly occur in the student information systems.
10. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
11. Strong attention to detail.
12. Commitment to providing exceptional service.
Desirable Qualifications:
1. Master's degree in social sciences, business administration, public administration, education, computer science, information systems, data analytics, or related field.
2. Extensive experience working with an integrated student information system.
3. Knowledge of document management, including, imaging, storage, retrieval, and complex workflow systems.
4. Experience in the collection, analysis, organization, and distribution of information for data-driven decisions
5. Experience in leadership and management of a cross-trained staff.
6. Knowledge of and support a student friendly, service center approach.
7. Extensive knowledge of FERPA, and related regulations.
8. Extensive experience working with community college students in Hawaii.
9. Highly developed communication skills and an ability to foster collaboration across diverse groups of constituents including, students, staff, faculty, deans and administrators.
10. Demonstrated ability to use technology and data to enhance operations in student services.
To Apply:
(please redact SSN and birthdate on all uploaded documents).
Required Documents include:
1. Graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position; an unofficial copy of the transcript (e.g. copy) must be submitted with the application, and original official transcript(s) will be required at the time of hire. Copies of transcripts must be attached to your application as evidence of the required degree (or coursework); if transcript(s) are not provided, the candidate's degree(s) or coursework will not be considered. Transcripts issued outside the USA require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA; expense of the evaluation shall be borne by the applicant. Please redact confidential information such as social security number, birth date, etc.
2. Cover letter explaining how you meet the minimum and desirable qualifications of the position.
3. Resume.
4. Names and contact information (including e-mail address) of at least 3 professional references.
Letters of recommendation are optional. Separate documents and application materials must be submitted for each position. All documents/information submitted become the property of Honolulu Community College and will not be returned. Late or incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable. Applications lacking copies of official transcripts will be reviewed based on work experience equivalency to meet MQs. Minimum qualifications must be met by the closing date.
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Inquiries:
Honolulu Community College
Human Resources Office
808-845-9144
