Summary
The Assistant Registrar is responsible for the oversight of student records compliance, processing, and data integrity for the region. The position is responsible for the integrity of the student information system. Responsibility for compliance of state and federal laws and regulations. This position is a direct report to the National Registrar.
Essential Functions
• Ensures campus student records processing is following institutional, state, and federal standards
• Performs audits of student records functions to ensure campus accountability, compliance, and accuracy for the region
• Manages the campus master schedule creation for the region
• Assists in the management of the student information system
• Ensures student records processes are meeting or exceeding established compliance standards
• Creates job aids and conducts training sessions with staff and monitors their performance and activities.
• Maintain the internal database by completing periodic data clean up and resolve issues relating to the database information accuracy.
• Process transcript procurement.
• Complete and upload change of status forms for withdrawals, leave of absence (LOA) request, and provisional withdrawal (PW) requests.
• Process data change information requests such as name or address changes.
• Process FERPA requests.
• Verify the validity of Proof of Graduation (POGs, both unofficial and official) and process once verification is complete,
• Process student IDs.
• Create tracks in track registration.
• Perform track registration for each new student start.
• Input transfer of credits in student information system based on the transfer of credit evaluation form provided from academics.
• Perform grade changes when needed.
• Finalize grades and close terms.
• Calculate SAP at the end of each term for those at evaluation points.
• Process any SAP appeal approvals and change status to probation.
• Process any attendance status changes as provided by academics.
• Perform any schedule adjustments needed due to LOA returns, failures, and provisional withdrawals.
• Process any grad date changes that occur.
• Perform audits on graduate files and ensure all requirements have been met and complete the file. (upload any additional docs such as transcripts and degrees in the digital document center)
• Attend departmental and campus wide meetings.
Education and Work Experience
• High School Diploma, or GED required
• Bachelor’s degree preferred
• 3 years of Registrar experience required, or 3 years of work in higher education as applicable for job duties and responsibilities
• Experience working with student information systems.
• Thorough knowledge of institutional, state, and federal standards
Certificates, License, Registrations
• None
Supervisory Responsibilities
• None
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