The Assistant Registrar plays a vital role in supporting the operational and strategic functions of the Office of the Registrar. This position focuses on system updates and enhancements, developing and streamlining processes, and participating in Curriculum Committee meetings to ensure alignment with institutional goals and academic standards.
In addition to providing leadership by supervising the Records staff and fostering a collaborative and efficient work environment, the Assistant Registrar ensures the integrity and accuracy of student records and related processes.
By collaborating closely with faculty, staff, and students, the Assistant Registrar ensures compliance with institutional policies, FERPA regulations, and other federal and state requirements. This role also contributes to the development and implementation of systems and processes related to enrollment, registration, and academic records management.
Serving as a key resource within the Office of the Registrar, the Assistant Registrar supports the institution's mission by facilitating efficient operations and driving continuous improvement within the registrar's scope of responsibilities.
Key Responsibilities:
System Updates and Enhancements
- Oversee system updates, pending registrar approval: Take primary responsibility for coordinating updates to student information systems, ensuring they align with both short-term and long-term institutional goals. This may include testing new features and functionalities to meet evolving needs in enrollment, registration, and academic records management.
- Collaborate with IT and cross-functional teams: Work closely with IT, academic departments, and other administrative units to assess system requirements, resolve technical challenges, and guide the implementation of system enhancements.
- Monitor and optimize system performance: Continuously evaluate system performance and data integrity, identifying areas for improvement. Troubleshoot any issues with system functionality, collaborating with IT to address concerns and minimize disruptions. Regularly analyze system usage to recommend adjustments that optimize user experience and operational efficiency.
- Stay current on trends and best practices: Actively monitor industry trends, best practices, and emerging technologies in student information systems. Propose relevant updates and integrations that enhance the system’s capabilities, ensuring the institution stays ahead of technological changes in higher education.
Supervision and Leadership
- Provide leadership and guidance to the Records staff: Supervise and mentor the Records team, offering ongoing support, direction, and professional development opportunities to foster growth and enhance team performance.
- Cultivate a collaborative and inclusive work environment: Promote teamwork, inclusivity, and open communication to ensure a positive, efficient, and high-performing office culture.
- Monitor and evaluate team performance: Regularly assess individual and team performance, identify areas for improvement, and implement strategies to overcome challenges, ensuring seamless office operations and high-quality service delivery.
- Ensure the integrity of student records: Oversee the accuracy, security, and compliance of all student records and related processes, ensuring adherence to institutional policies, FERPA regulations, and other applicable legal requirements. Maintain the highest standards of data integrity and confidentiality.
Curriculum and Institutional Support
- Serve as a proxy in the absence of the Registrar: Step in as a key resource to assume the Registrar’s responsibilities when needed, ensuring uninterrupted continuity in operations and that curriculum-related matters, including approvals and compliance, are handled promptly and effectively.
- Collaborate with the Registrar on curriculum changes: Work closely with the Registrar to implement curriculum changes in the student information system and catalog, ensuring all updates are accurately reflected.
- Support enrollment, registration, and records management processes: Contribute to the development, refinement, and implementation of systems and processes related to enrollment, registration, and academic records management, ensuring compliance with regulatory and institutional standards.
Customer Service and Communication
- Deliver exceptional and professional customer service to students, faculty, and staff, accurately and efficiently addressing inquiries related to academic records.
- Communicate academic policies, procedures, and processes to students and other stakeholders, ensuring they have the information they need to navigate the academic system effectively.
- Proactively resolve complex student records, enrollment, and registration issues, offering timely, clear, and accurate solutions to ensure a smooth experience.
- Maintain high professionalism and empathy when interacting with students and colleagues, ensuring that concerns are addressed promptly and with care.
- Act as a knowledgeable resource for students, faculty, and staff, guiding them through the processes and procedures related to academic records and registration.
Qualifications:
- Education : Bachelor’s degree in Higher Education or a related field.
- Experience : Minimum of 1-2 years of experience in academic records management, higher education administration, or a related field.
Skills:
- Strong understanding of FERPA regulations and student privacy laws.
- Proficiency in student information systems (SIS) and other database management tools.
- Excellent organizational, communication, and problem-solving skills.
- Ability to handle sensitive information with discretion and confidentiality.
- Ability to work independently and collaboratively in a fast-paced environment.
Preferred Qualifications:
- Experience working in a Registrar's office or enrollment services environment.
- Familiarity with Anthology or other academic advising and degree audit software.
- Knowledge of state and federal reporting requirements and regulations.
The College of Southern Idaho is an equal opportunity employer with a commitment to cultivating and sustaining an environment in which our employees and learners thrive. The College prohibits discrimination on the basis of any legally protected status.
Required Skills
Required Experience