Assistant Registrar

1. GENERAL POSITION INFORMATION

Position Name: Assistant Registrar

Classification: Non-Exempt, benefitted

FTE: Full Time

Work Hours: 8:00am – 4:30pm; Monday – Friday; Hybrid schedule with minimum of 3 days per week on campus

Department/Division: Academic Affairs/Office of the Registrar

Supervisor: Registrar

Benefits: Comprehensive benefits package including employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.

2. POSITION SUMMARY

The Assistant Registrar (AR) provides support to the Registrar, implements academic and administrative policies and procedures, and maintains student academic records. The AR is responsible for fulfilling transcript requests, processing enrollment/degree verifications, certifying veterans for their educational benefits, helping with student registration, and posting degrees. The AR assists deans, program directors, faculty, students, and alumni with general questions and escalates complex questions to the Registrar as needed.

3. KEY RESPONSIBILITIES

Assistant Registrar Responsibilities (80%)

Maintain academic records within the student information system

Implement academic and administrative policies and procedures in the management of accurate student records

Generate reports using the student information system

Assist with scheduling and registration

Audit transcripts for graduation

Audit records for students taking additional programs

Process transcript and enrollment/degree verification requests for current students and alumni

Update degree audits for all programs

Update and/or develop forms for registrar processes

Create SOP documentation for departmental processes

Participate in various committees as needed

Assisting Other Departments and Outside Agencies (15%)

Assist with commencement, including ordering diplomas, communicating with students approaching program completion, and assisting during the commencement ceremony

Monitor the usability of existing audit reports and develop new reports when needed.

Act as liaison to coordinate activities with faculty, staff, students, community agencies, the offices of Financial Aid, Student Accounts, Student Success, and Admissions

Communicate with outside agencies regarding the appropriate provision of documentation in support of current students and alumni

Other possible duties (5%)

Assist with NSLDS monthly processing

Assist with certifying veterans

Other duties as assigned

4. UWS CORE VALUES

Best Practices: We maintain high standards by using and integrating evidence across multiple disciplines.

Curiosity: We are innovative, open minded, and forward thinking.

Inclusiveness: We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.

Professionalism: We are responsible, respectful, and accountable.

Student-Focus: We work for the common good of students’ academic and professional success.

Whole-Person Health: We promote physical, mental and emotional wellness in all facets of the UWS experience.

5. POSITION QUALIFICATIONS

Required

Education & Training

Associate level or equivalent required; bachelor's degree preferred

At least two years of college level coursework or training in adult education and data processing or related area. Relevant experience may substitute for the college level course work or training.

Experience

Experience working in higher education

Experience with student information systems

Related Knowledge, Skills, & Abilities

Strong computer, communication, and analytical skills.

Attentive to detail

Adept at working independently and meeting deadlines

Working with a relational database  

Ability to communicate technical/complex information both verbally and in writing; establish and maintain cooperation, understanding, trust and credibility; and perform multiple tasks concurrently

Capable of maintaining confidentially and exercising mature judgment

Proficient in the Microsoft Office Suite.

Experience working in a Registrar’s office, the Anthology student information system (Campus Nexus) and certifying veterans preferred but not required

6. APPLICATION, SCREENING AND HIRING PROCESS:

Screening of applicants will begin immediately, and the position will remain open until filled. To be considered please submit a cover letter and resume. You may attach your materials as Word or PDF documents.

University of Western States conducts background and reference checks for the finalist of staff and faculty positions. The type of background check will vary by position type.