Assistant Registrar for Academic Services

Department

CSL Registrar Administration and Graduation Services

About the Department

The Office of the University Registrar plays a central role in supporting the University's academic mission. The office manages student enrollment, academic records, graduation processes, and curriculum administration. Additionally, the office oversees classroom and exam scheduling, course evaluations, and the enforcement of academic policies. Committed to service excellence and continuous improvement, the Registrar’s Office enhances student information systems and administrative practices to ensure reliable data and efficient operations. Our team collaborates to provide expert support to students, faculty, and staff, contributing to informed institutional decision-making and a positive academic experience.

Job Summary

The Assistant Registrar performs critical functions within the office related to the lifecycle of student academic records – primarily as students graduate – when their degree information is posted, and when diplomas are created and distributed. This role liaises with students, staff, and University partners, produces official documents and statistical reports, and certifies student records. Through investigating and supporting student systems enhancements, and by staying current with best practices, the Assistant Registrar upholds the University's academic mission and ensures the integrity of its graduation and record-keeping processes.

Responsibilities

• 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 Qualifications

Education:

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

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Competencies

• Demonstrates working knowledge of student information systems, preferably PeopleSoft Campus Solutions.

• Utilizes creativity and ingenuity to implement technical and business process solutions.<