Assistant Registrar Academic Services

Assistant Registrar for Academic Services

Assistant Registrar performs critical functions within the Office of the University Registrar related to the lifecycle of student academic records – primarily during graduation, posting degree information, and diploma distribution. This role liaises with students, staff, and University partners, produces official documents and statistical reports, and certifies student records.

• Configure and maintain academic systems for graduation processes, ensuring accurate graduation tracking and data integrity.
• Oversee and execute the full graduation lifecycle – including application, verification, passing of milestones (i.e., doctoral candidacy, dissertation defense), and conferral of student degrees.
• Interpret curricular requirements in support of student degree auditing and graduation clearance.
• Maintain external education (previous institution attended) records.
• Manage additional honorifics beyond degree data – transcript notations, honors and awards, and certificates.
• Manage the diploma distribution process: ordering, proofing, packaging, shipping, tracking, and resolving issues for graduates – including replacement of damaged or lost diplomas.
• Serve as the primary office contact for graduation and diploma matters, coordinating closely with University partners and external vendors, ensuring timely communication and resolution.
• Compile, edit, proof, and publish candidate lists and honors/awards for the University’s annual Convocation program.
• Coordinate, train, and oversee Registrar’s Office staff on specific tasks, fostering a service-oriented, cross-trained, and knowledgeable team.
• Develop and deliver training on graduation-related processes for staff and representatives across academic units, colleges, and divisions.
• Support ongoing development and improvement of academic and student information systems – including modules, requirement tracking, production calendars, and reports relating to graduation.
• Support the preparation, design, and submission of official and ad-hoc reports and statistics—including degree completion, student enrollment counts, quarterly census, end-of-term reports, and state/regulatory submissions.
• Lead and participate in business process analysis, change management, and technology integration initiatives within the office; streamline operations in line with the University's business cycles and needs.
• Coordinate office notary services, apostille processing, and certification of official University documents in accordance with legal and regulatory requirements.
• Validates enrollment records in the student information system. Contributes to the creation of the course schedule and the assignment of classrooms.
• Acts as a resource for student/faculty/staff and answers questions in person, by phone, and via email regarding processes, policies, or errors on enrollment, grading, scheduling, degrees, etc.
• Performs other related work as needed.

Minimum requirements include a college or university degree in a related field.

Minimum requirements include 2‑5 years of work experience in a related job discipline.

• Demonstrates working knowledge of student information systems, preferably People Soft Campus Solutions.
• Utilizes creativity and ingenuity to implement technical and business process solutions.
• Exhibits excellent organizational skills and the ability to perform multiple tasks concurrently while meeting deadlines.
• Tracks and monitors multiple open issues accurately and in a timely manner.
• Communicates clearly, tactfully, and courteously with diverse audiences, both verbally and in writing.
• Exercises sound judgment and discretion when dealing with sensitive information.
• Establishes and maintains productive working relationships with colleagues, clients, and stakeholders.
• Provides exceptional customer service and works effectively with a broad range of constituents.
• Applies strong planning, organizational, and project management skills to meet deadlines and execute assigned projects.
• Demonstrates ability to negotiate and resolve issues effectively.
• Adapts to changing circumstances with resourcefulness and…