EFFECTIVE DATE: September 1, 2026
FLSA STATUS: Non-Exempt
HOURS WORKED: 8:00 – 4:30, Monday-Friday, evenings, and weekends as needed
The Assistant/Associate Registrar is part of the Registrar’s Office Team and is primarily responsible for transfer credit data management as well as advising and records-related processes and procedures. Additional responsibilities may include assisting with advising and advisor training.
SUPERVISION RECEIVED:
The Associate Registrar serves as a member of the Registrar’s Office team and reports to the Registrar.
SUPERVISORY FUNCTIONS:
Student workers
EQUIPMENT/JOB LOCATION:
Works from the Office of the Registrar at Crown College. Equipment used includes, but is not limited to, computer, printer, scanner, fax machine, copy machines, and other equipment as the position requires. At times, duties could involve some evening or weekend hours on the Crown College main campus.
ESSENTIAL FUNCTIONS OF THE JOB:
-
Maintain accurate student electronic files and computer data.
-
Manage projects, policies, procedures, and correspondence in consultation with the registrar.
-
Assist with the day-to-day operations of the office, including customer service in person, over the phone, and by email.
-
Manage the student transfer process, including evaluation in collaboration with Deans and content experts, application of credits to degree records, and maintenance of the database (currently TES).
-
Supervise student staff entering evaluation requests and manage data entry when student workers are not available.
-
Collaborate with the Enrollment department to facilitate understanding of the transfer process and utilization of the tools.
-
Maintain the degree audit software (currently Jenzabar).
-
Process major/minor/catalog changes and verify the accuracy of the degree audit
-
Process course substitutions and exceptions in the student record.
-
Edit and update degree audits annually when curriculum updates are published in the Crown College Catalog.
-
Assist with updating student academic plans annually.
-
Meet with students to address questions related to transfer credit, degree audits, and academic plans.
-
Coordinate the department and program application and approval processes with faculty advisors and chairs.
-
Assist with Commencement planning and implementation.
-
Review Graduate, Adult, and Professional graduation applications to determine student eligibility in collaboration with the academic advisor.
-
Serve on related committees and task forces as assigned.
-
Other duties as assigned.
For qualified candidates with substantial experience in academic advising:
-
Develop and implement appropriate training resources and tools for faculty academic advisors.
-
Serve as the primary advising resource for faculty academic advisors.
-
Work collaboratively with the Executive Director of Academic Achievement to facilitate effective advising for students.
-
Serve as advisor for assigned students.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
-
Detail-oriented and able to multitask.
-
Ability to learn quickly and make decisions.
-
Experience using Microsoft Office software (Word, Excel, Access).
-
Experience using a Student Information System (such as Jenzabar).
-
Experience using a document imaging system (such as Perceptive Content of Softdocs).
-
Experience using transfer credit software (such as TES or Transferology).
-
Superior customer service and keyboarding skills.
-
Agreement and personal alignment with the Crown College Statement of Faith and Community Covenant.
PHYSICAL DEMANDS:
The physical demands described herein are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
-
Sit for extended periods of time.
-
To have hand and arm (or equivalent) dexterity adequate to allow for extensive use of a keyboard for data entry.
-
To talk and hear with enough proficiency to allow for communicating with co-workers and applicants by phone or in person.
-
To have adequate vision to accommodate frequent viewing of computer screens.
-
The employee must frequently lift and/ or move up to ten (10) pounds and infrequently lift or move up to 25 pounds.
-
The noise level is usually moderate.
MINIMUM QUALIFICATIONS:
- 2-3 years of experience working with student records, preferably in a Registrar’s department
- Working knowledge of applicable laws, standards and regulations for higher education including but not limited to FERPA and AACRAO as well as familiarity with federal financial aid guidelines
PREFERRED QUALIFICATIONS (in addition to the above minimum qualifications):
- Master’s degree (or higher)
- Education and/or experience in academic advising
NON-DISCRIMINATION POLICY:
Crown College will not discriminate against or harass any employee or applicant for employment because of race, color, national origin, sex, disability, age, or status with regard to public assistance.
(The examples given above are intended only as illustrations of various types of work performed and are not necessarily all-inclusive. This position description is subject to change as the needs of the employer and requirements of the position change. Crown College reserves the right to change and/or eliminate any and all job duties as necessary.
