Assistant Registrar

Reporting to the Registrar, the Assistant Registrar performs duties that facilitate the matriculation and academic progress for students in their assigned college/program. In addition to the roles traditionally associated with registration and student records, this position also provides leadership to other functions including scheduling, transcript processing, enrollment verifications, and degree conferrals. The Assistant Registrar must possess strong organizational and interpersonal skills, be detail oriented, self-motivated, capable of handling complex projects, and have the ability to work independently and with a team. Other necessary skills include a high level of comfort working with technology, the ability to handle confidential and sensitive data, excellent customer service skills, and effective verbal and written communication skills.

• Maintains student records:
  • Tracks Leaves of Absence, Incompletes, and academic progress.
  • Coordinates scanning and indexing of student records into Banner.
• Leads and manages registration for their assigned college/programs.
• In collaboration with their assigned college/program, builds the semester schedule of course sections and manages changes as they arise.
• Processes outgoing transcripts for current students and alumni, grade changes, program transfers, Leaves of Absences, withdrawals and academic probations.
• Verifies and processes transfer credit; posts to transcripts.
• Tracks student progress and verifies satisfaction of degree requirements prior to conferral.
• Orders/prepares diplomas for graduation and assists with graduation.
• Provides information to students on student services, registration, policies and procedures and provide updates regarding changes in policy as they arise.
• Completes state licensing forms for graduates and processes student/alumni verifications including loan deferments, letters of anticipated graduation, and degree verifications. Reports eligibility to various State Boards in and out of California.
• Verifies student enrollment through the National Student Clearinghouse and assists in the monthly error reports.
• Ensures the integrity and confidentiality of student and alumni records in accordance with University policy and FERPA guidelines.
• Acts as point of contact for Veteran’s students and reports enrollment to Veteran’s Affairs.
• Delivers exemplary customer service to students aiding them in all processes related to registration, updating directory information, and any changes to their student status.
• Define, analyze and resolve student, faculty and staff user problems within Banner and other related systems.
• Works collaboratively with students, colleagues within Student Affairs, and key contacts from assigned programs/colleges on interpreting, and adhering to, University policies including catalog rights, articulation agreements, and grading.
• Understand interoperability of transfer articulation tools (Degreeworks) and student academic data regarding degree audit output.
• Assist in implementation of new software functionality. Oversee relevant testing, troubleshooting and maintenance.
• Supports and demonstrates student-centered behaviors.
• Upholds University’s professional, ethical and integrity standards.
• Other duties as assigned.

• Bachelor’s degree preferred or four to six years of previous relevant work related duties. 
• Intermediate level mastery of Microsoft Office suite, specifically Word, Excel, and Teams.
• Strong verbal and written communication skills.
• Strong organizational and time management skills with emphasis on accuracy and attention to detail.
• Ability to work under pressure and meet deadlines.
• Ability to establish goals, prioritize duties and make decisions based on programmatic and institutional policies.
• Familiarity with a student information system (Banner or similar product).
• Flexibility and willingness to learn new systems.
• Ability to communicate effectively, orally and in writing.
• Strong customer service skills.
• Knowledge of, and the ability to explain, FERPA, federal and state laws pertaining to higher education, and the regulations put upon institutions by their accrediting bodies.