ASSISTANT REGISTRAR JOB DESCRIPTION

Student records exist in a web of federal mandates, institutional policy, and deadline-driven academic cycles, and when that web is mismanaged, enrollment data submitted to the National Student Clearinghouse contains errors, FERPA violations expose the institution to liability, and students lose credits they legitimately earned. The Assistant Registrar is the operational anchor who prevents those failures from taking root. Sitting within the Office of the Registrar and working across academic departments, financial aid, and admissions, this role owns the accuracy and integrity of student academic records across the full term cycle. Few positions in higher education administration require the same combination of regulatory fluency and frontline student service.

As the Assistant Registrar, you maintain the accuracy and regulatory compliance of student academic records, spanning enrollment, transfer credit evaluation, degree audit support, and FERPA-governed data management, while serving as a primary resource for students, faculty, and administrative staff throughout each term. You work in direct partnership with the University Registrar and Associate Registrars, often providing operational backup coverage for the office's core functions during peak periods and personnel transitions.

Career Impact: Demonstrated expertise in Banner, DegreeWorks, and FERPA compliance positions you as a specialist in higher education records administration, a credential recognized across institutional types from community colleges to research universities.

Business Impact: Accurate enrollment reporting, transfer credit evaluations, and degree audit maintenance directly determine whether students progress on time and whether the institution meets its obligations to accrediting bodies and federal agencies.

Growth Opportunity: The scope of this role, spanning records management, staff training, policy interpretation, and cross-departmental articulation work, builds the operational and leadership competencies that feed directly into Associate Registrar and Registrar appointments.

• Maintain accurate student academic records in the Banner Student Information System, including enrollment status, course registrations, grade postings, and program coding.
• Administer transfer credit evaluation processes, including articulation agreement compliance, international transcript review, and coordination with academic departments on course equivalencies.
• Oversee degree audit workflows in DegreeWorks, including waivers, substitutions, and clearance support for graduating students.
• Enforce FERPA guidelines across all record-keeping, reporting, and constituent communication functions to protect the confidentiality of student academic data.
• Coordinate course scheduling and classroom assignment processes in collaboration with Deans, Department Chairs, and technology staff.
• Generate enrollment and records reports for internal stakeholders, federal data submissions, and National Student Clearinghouse uploads, resolving discrepancies as they arise.
• Train and provide procedural guidance to Registrar's Office staff, academic departments, and faculty on records systems, registration processes, and policy requirements.
• Support student-facing registration services, including orientation participation, advising on academic records issues, and resolution of individual student appeals.

• Bachelor's degree in business administration, education administration, or a related field, or equivalent work experience.
• 3 or more years of experience in a college or university registrar's office, with demonstrated knowledge of academic records management and enrollment operations.
• Working knowledge of FERPA regulations and the ability to apply them consistently across all records and communication functions.
• Experience with a student information system, preferably Banner or Campus Nexus, including data entry, reporting, and records maintenance.
• Strong organizational skills and the ability to manage multiple concurrent priorities with a high degree of accuracy under term-cycle deadlines.
• Effective written and verbal communication skills, with demonstrated ability to serve a diverse constituency that includes students, faculty, administrators, and external agencies.
• Ability to identify record discrepancies, assess root causes, and implement solutions in coordination with technology staff and institutional leadership.
• Experience maintaining strict confidentiality when handling sensitive academic and personal student information.

• Experience with DegreeWorks degree audit software, including scribe functions, waivers, and substitution processing.
• Familiarity with transfer articulation frameworks, including GATRACS equivalency uploads, MOU administration, or credit-by-exam evaluation protocols.
• Prior supervisory or training experience within a registrar's office or comparable higher education administrative unit.
• Proficiency with SQL or report-writing tools such as Evisions Argos for generating enrollment and compliance data extracts.

• FERPA compliance rate, measured by the absence of substantiated data privacy violations per audit cycle.
• Transfer credit evaluation turnaround time, tracking average days from transcript receipt to credit posting.
• Enrollment reporting accuracy rate for National Student Clearinghouse submissions, measured by error correction volume per upload cycle.
• Degree audit clearance error rate, reflecting the percentage of graduation certifications requiring post-clearance correction.
• Banner data integrity score, assessed through quarterly exception and discrepancy report volumes.
• Typical tools: Student information systems (commonly Banner or Campus Nexus); degree audit platforms (commonly DegreeWorks); reporting tools (commonly Evisions Argos).

• Base Salary Range: $42,000 – $58,000 annually, varying by institution size and region
• Bonus: Merit-based increases common; formal bonus structures rare in higher education administration
• Equity: Not typically offered in this sector
• Health Benefits: Medical, dental, and vision coverage; often partially subsidized for dependents
• PTO: 15 – 22 days annually, plus institutional holidays and winter break closures
• Common Perks: Tuition remission for employee and sometimes dependents; defined-contribution retirement plans; professional development funding for conference attendance

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check and, where applicable, credit history review are conditions of employment for this position. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, or local law. Applicants requiring a reasonable accommodation during any stage of the hiring process may request one at any time. Candidates must be authorized to work in the United States.

The Assistant Registrar owns the full lifecycle of artwork movement and documentation, from condition reporting and packing to loan coordination and accession processing, across all collection and exhibition activities. Reporting to the Head of Registration, this role supports cross-departmental work with Curatorial, Conservation, and Facilities teams, ensuring safe handling and recordkeeping that sustains the museum's collecting and exhibition program.

Key Responsibilities

• Ensure the safe handling, storage, and transport of artwork across all collection and exhibition activities.
• Coordinate packing, shipping, and handling arrangements for acquisitions, loans, and exhibitions.
• Examine artworks and produce condition reports for objects on and off site.
• Coordinate matting and framing of artworks and arrange conservation examinations and treatments.
• Prepare accession paperwork, assign accession numbers, and enter objects into collection databases.
• Coordinate arrangements for incoming and outgoing loans, including communication with lenders, donors, packers, vendors, forwarding agents, and shippers.
• Facilitate storage of accessioned and loaned objects.
• Maintain location tracking systems and collection records and files.
• Generate receipts, documentation, correspondence, invoices, and reports as needed.
• Oversee installation and deinstallation of works in staging areas and galleries.
• Assist with collection exhibitions by verifying condition, location, and availability of objects.
• Manage collection insurance records and files.
• Make periodic checks of galleries and work across departments to address potential risks to works on view.
• Contribute project documentation, data, and digital assets to museum database systems.

Required Qualifications

• Bachelor's degree in Art History, Museum Studies, or a closely related field.
• Minimum two years of experience in an art museum or similar institution.
• Demonstrated experience in accessions, loans, collections activity, or temporary exhibitions.
• Demonstrated knowledge of museum registration methods, purposes, organization, and procedures.
• Familiarity with basic conservation concepts, procedures, and terms.
• Working knowledge of twentieth-century art history.
• Skill in the sensitive handling of works of art, including crating, packing, and transportation.
• Proficiency with PC applications, collections management databases, and digital asset management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills and knowledge of standard office procedures, including invoicing, receipting, and maintaining files.
• Ability to work effectively on a wide variety of concurrent projects.
• Ability to establish and maintain effective working relationships with museum colleagues, volunteers, interns, and outside professionals.
• Commitment to principles of diversity, equity, inclusion, accessibility, and sustainability.

Embedded within the Registration and Academic Services division, the Assistant Registrar develops and oversees the university's Banner Student Information System, managing everything from software release testing to SQL-based reporting and FERPA-compliant enrollment data submission. Working closely with staff, faculty, programmers, and software vendors, this role strengthens data accuracy and process efficiency across institutional systems.

Core Functions

• Oversee and manage the student module of the university ERP system and associated platforms to ensure efficiency and accuracy.
• Coordinate testing and timely installation of software releases into production.
• Provide training and assistance to system users on new features and modifications resulting from upgrades.
• Analyze existing processes and make recommendations for improvement.
• Participate in the design, testing, and troubleshooting of new systems, upgrades, and enhancements.
• Investigate and resolve system problems by interacting with users, programmers, and software vendors.
• Generate data discrepancy and exception reports to ensure processing compliance with applicable guidelines.
• Monitor and administer security for constituent use of the system.
• Develop and maintain reports for use across the university utilizing the Argos reporting tool.
• Consult with staff and faculty to determine reporting needs and evaluate, write, and maintain SQL scripts.
• Comply with FERPA guidelines when generating and handling student data.
• Oversee the reporting of enrollment data to the National Student Clearinghouse and facilitate resolution of related discrepancies.
• Upload enrollment and degree verification files and resolve any resulting issues.

Qualifications & Experience

• Bachelor's degree or equivalent combination of education and experience.
• Three to five years of related experience, with experience in a higher education environment preferred.
• Experience with relational databases, including Oracle, MS Access, SQL Server, MySQL, or PostgreSQL.
• Functional knowledge of Banner or similar ERP system preferred.
• Excellent communication and interpersonal skills with a high level of customer service orientation.
• Strong organizational skills, time management, writing ability, and sound judgment.
• Proven ability to manage multiple tasks simultaneously and demonstrate initiative in bringing tasks to completion.
• Solid analytical, decision-making, and problem-solving skills.

Reporting to the University Registrar, the Assistant Registrar for Strategic Projects shapes the student experience for specialized populations by leading registration processing, course scheduling, and academic progress management for both an international enrollment partnership and a short-term credential program. Partnering with program leadership, the articulation manager, and cross-functional university teams, this role enables new strategic initiatives to launch and scale with operational integrity.

Primary Duties

• Manage and coordinate all activities related to the university's international enrollment partnership, including course sequence development, student registration, orientation, welcome activities, and degree completion support.
• Lead registrar office activities for the short-term credential program, including student registration processes and data entry.
• Meet regularly with program leadership to support initiatives and resolve individual student issues.
• Manage academic progress for students in assigned populations, including tracking early alert flags and assisting with student appeals.
• Support the university scheduling center with start-of-term activities.
• Collaborate with the university registrar to support additional new strategic initiatives as needed.
• Collaborate with partners and the articulation manager on the development and maintenance of articulation agreements.

Skills & Qualifications

• Bachelor's degree required; Master's degree preferred.
• At least one year of experience working in a registrar's office at the higher education level.
• At least one year of experience with student information systems, preferably Banner and/or Early Alert Systems.
• Fluency in speaking Spanish strongly preferred.
• Demonstrated ability to collaborate with faculty, staff, and partners in a higher education environment.
• Strong analytical thinking skills, including the ability to break down problems, assess costs and benefits, and evaluate risks before selecting an approach.
• Demonstrated cross-cultural sensitivity and the ability to adjust communication styles to minimize misunderstandings.
• Ability to manage a variety of tasks and roles and transition between them with minimal disruption.
• Customer-focused approach, with the ability to identify needs, respond promptly, and keep stakeholders informed.
• Proactive problem-solving approach, including the ability to define problems, gather information, generate solutions, and implement workable outcomes.

Sitting at the intersection of collections stewardship and institutional data integrity, the Senior Assistant Registrar for Collections at the Harvard Art Museums leads the maintenance of collection files, deaccession processing, long-term loan management, and quarterly audits while refining database tools and workflows. Operating across internal teams and with external colleagues, this role builds the accuracy and coherence of collection information that underpins research, teaching, and exhibition activity.

Day-to-Day Responsibilities

• Create and maintain all collection files, and manage deaccessions, long-term loans, and unclaimed and undocumented artworks.
• Ensure related policies and procedures are kept current, and develop and implement new policies and procedures as needed.
• Ensure data entered in the collections management database is consistent and accurate, and refine data entry processes and database tools to increase quality and coherence.
• Manage multi-year special collection projects for the maintenance, organization, and accuracy of collection information.
• Develop innovative approaches for data entry and tracking in the collections database.
• Oversee quarterly collection audits and generate annual statistics.
• Support workflow digitization initiatives to reduce paper use and increase efficiency.
• Respond to all general collection inquiries.
• Organize and lead meetings, prepare agendas, document decisions, and ensure all team members are aware of deadlines and deliverables.
• Collaborate effectively with internal and external colleagues.
• Oversee and mentor interns or student workers as needed.
• Serve as an in-person or virtual courier as necessary.

Experience & Qualifications

• Bachelor's degree or equivalent, with a minimum of two years of experience in museum registration or a related field.
• Experience working in the arts, nonprofits, museums, collections management, or fine art handling and shipping is desirable.
• Knowledge of current best practices in museum collections, preservation principles, art handling standards, and cataloging.
• Experience deaccessioning collections, including determining legal status, tracking the process, and coordinating disposal.
• Experience with TMS, Microsoft 365 Suite, and Basecamp.
• Ability to quickly learn new software.
• Experience contributing to and working within budget planning and monitoring.
• Excellent written and oral communication skills.
• Strong organizational skills with attention to detail and the ability to work independently and as an effective team member.
• Demonstrated problem-solving and project planning skills.
• Ability to handle multiple complex projects simultaneously.
• Ability to work discreetly and reliably with sensitive and confidential information.

A key member of the Registrar's Office team, the Assistant Registrar leads day-to-day student registration, records management, and academic progress functions in compliance with AMDA, FERPA, and DOE standards. Collaborating across the Registrar's Office, faculty, and administrative departments, this role enables accurate enrollment tracking, satisfactory academic progress reviews, and seamless term-cycle operations.

Accountabilities

• Assist in all functions of student registration, including registering students in classes and guiding students through registration requirements.
• Assist the registrar with scholarship eligibility review and compile GPA information as it relates to enrollment status and satisfactory academic progress.
• Maintain the student database and enter approved current students accurately.
• Participate in registration and orientations each semester.
• Meet with and counsel students as necessary in accordance with academic policies and program completion requirements.
• Assist with all data collection about accreditation and government agency eligibility requirements.
• Create and update all student master lists regarding registration, classes, and choice classes.
• Communicate with students on matters ranging from registration to attendance.
• Assist with scheduling functions, including creating spreadsheets as needed.
• Train and oversee new administrative support staff as appropriate.
• Track grades, maintain records, and process change-of-program and accelerated-program requests.
• Conduct student program record evaluations and audits, and process end-of-term GPA and satisfactory academic progress reviews.

Requirements

• Bachelor's degree.
• Previous experience in a higher education registrar's office.
• High skill level working in CampusVue software, registrar's office module.
• High standard of work ethic.
• Ability to work independently and meet specific deadlines.
• Comfortable working in a fast-paced, collaborative environment.

Accurate enrollment and scheduling depend on the Assistant Registrar, who organizes and manages the full term-cycle registration process across all campuses, including Banner coding, course confirmation, and classroom scheduling. Based within the registrar's office and serving students, administrators, and external agencies, this role safeguards student data in compliance with FERPA and delivers consistent policy administration each term.

Scope of Work

• Organize and manage the registration process for all campuses each term.
• Create and maintain student and program coding in Banner, including registration-related rules, courses, and course sections.
• Confirm term offerings with academic programs.
• Assist with classroom scheduling for academic needs and ad hoc requests using scheduling software.
• Provide service and support to all Registrar's Office constituents for the use and function of office systems and software.
• Provide reports related to student, program, and course data.
• Respond to email and phone inquiries promptly.
• Create and maintain documentation for all processes associated with areas of responsibility.
• Serve as backup for the assistant registrar for academic records.
• Protect the confidentiality of student academic records in accordance with FERPA.
• Administer all student and academic policies consistently and fairly as they relate to the office of the registrar.

Knowledge Skills & Abilities

• Bachelor's degree with two to three years of experience in a college or university registrar's office or related field.
• Knowledge of higher education registration and records maintenance procedures.
• Knowledge of FERPA regulations and data privacy policies.
• Ability to communicate effectively with students, administrators, and external agencies, both verbally and in writing.
• Ability to assess problems, identify appropriate actions, and communicate solutions to management, staff, and students.
• Ability to manage multiple projects and tasks through to completion with attention to detail.
• Ability to maintain strict confidentiality related to sensitive information.

Assistant Registrar oversees the articulation of all external credit, degree audit coding, and degree clearance processes while supporting day-to-day registrar operations in partnership with the University Registrar and Associate Registrars. The work directly supports accurate transfer credit posting, international study abroad enrollment, and graduate admissions transcript collection across a high-volume institutional environment.

Leadership Responsibilities

• Oversee the establishment of schedules for office coverage.
• Coordinate with the undergraduate admissions office regarding new student matriculation and updates to transfer course equivalencies.
• Ensure timely and accurate posting of AP and IB credits in accordance with university policy and verify the accuracy of test credit equivalencies annually.
• Coordinate the course-away process for students approved to take coursework at another institution.
• Manage the posting of transfer credit for current students from course-away and non-institutional study abroad programs.
• Manage the posting of grades from cross-college registration partners.
• Work closely with international education staff to support the study abroad program, ensure timely enrollment in external courses, and identify process improvements.
• Communicate with graduate admissions to collect missing transcripts, verify baccalaureate degrees, and apply applicable course waivers.
• Maintain and process weekly reports for repeated coursework, dual enrollments, and evaluation errors.
• Assist in supervising, training, and supporting registrar operations staff, including conducting regular one-on-one meetings with direct reports.
• Assist with adjusting degree audit records, entering waivers and substitutions, and providing backup for degree clearance processes.
• Provide backup for day-to-day records and registration services, including registering students, issuing transcripts, and supporting special events.

Background & Experience

• Bachelor's degree with one to three years of relevant experience in higher education or a related field.
• Experience in a higher education setting and with student information systems is highly preferred.
• Strong technology skills with proficiency in Microsoft Office and an aptitude for learning new information systems.
• Exceptional organizational skills and strong attention to detail.
• Supervisory experience.
• Ability to work effectively in a high-volume environment while maintaining excellent customer service to students, alumni, faculty, and family members.
• Ability to maintain a calm demeanor when dealing with difficult situations.

The Assistant Registrar produces accurate and up-to-date regulatory databases, overseeing company registration, amendment processing, and official advertisement publication for a financial or regulatory services organization. Reporting to the company registrar, this role advances compliance with applicable local rules and statutes by guiding internal stakeholders, approving formation requests, and coordinating with legal and regulatory authorities.

Activities

• Maintain an accurate database of all relevant rules, regulations, federal resolutions, and decrees applicable to member entities.
• Coordinate with the legal and compliance department to incorporate applicable federal requirements within the regulatory framework.
• Ensure proper implementation of applicable regulations, rules, resolutions, and decrees.
• Work closely with the company registrar to ensure applications requiring approval are processed promptly.
• Approve company registration amendment applications and escalate non-standard applications for guidance.
• Supervise all services related to existing clients, including attestation of board resolutions and issuance of official letters.
• Manage and certify the publishing of official advertisements related to changes in company name, license termination, deregistration, and status changes, and ensure notifications are circulated to all relevant parties.
• Supervise and maintain accurate registration databases.
• Approve company formation requests and escalate non-standard applications as required.
• Organise and confirm the legal requirements for new companies undergoing registration and licensing, and coordinate with relevant officers to ensure all required documents are available.
• Provide guidance and coaching to internal stakeholders on processes and requirements on a daily basis and through in-house training.

Qualifications & Experience

• Degree or diploma in a related field.
• Seven to ten years of experience in registration and licensing.
• Strong understanding of local rules and regulations, including at least three years in a supervisory position.
• High level of computer literacy and proficiency in PowerPoint.
• Knowledge of different licensing and registration statutory regulations and application procedures.
• Ability to manage relationships with regulatory authorities.

Embedded within a multi-campus institution, the Assistant Registrar develops and manages the registration and grade reporting processes for adult education, skills, off-campus, and middle college programs while overseeing the student transcript process and coordinating semester scheduling calendars. Working closely with faculty, college staff, and program administrators, this role advances operational accuracy across records, state reimbursement claims, and student information system training.

Operational Focus

• Coordinate and manage the registration process for adult education, skills, off-campus programs, and the middle college.
• Coordinate and manage the grade report process to and from faculty, following up on missing or outstanding grade report forms.
• Establish procedures and maintain student records for adult education and skills programs, and coordinate related activities.
• Handle student-related concerns and verify and process staff certificate-of-attendance timesheets.
• Oversee the student transcript process and write procedures for associated tasks.
• Prepare semester activity schedules and registration calendars for adult education, nursing, and credit programs, and assist in planning campus registration.
• Verify state and reimbursement claims.
• Train college staff on the student information system.
• Interview and recommend applicants for vacancies in the records area of the registrar's office.
• Adhere to customer service excellence standards and perform other duties as assigned.

Professional Experience

• Bachelor's degree in Business Administration or Management, or an equivalent combination of training and experience.
• Five to six years of college experience.
• Proven organizational skills and supervisory ability.
• Ability to use a computer to perform work activities.
• Excellent verbal and written communication skills.
• Self-directed and innovative, with the ability to assess current operations and improve processes.
• Ability to meet deadlines promptly.

Reporting to the Director of Academic Support, the Assistant Registrar refines the accuracy and completeness of student academic records by managing attendance tracking, grade posting, transcript processing, and enrollment reporting across all class and clinical sessions. Partnering with faculty, the business office, and the bookstore, this role enables smooth term operations, graduation ceremony coordination, and timely response to student information needs.

Key Deliverables

• Maintain confidentiality of student records and follow all recordkeeping policies and government regulations, including FERPA, discrimination, and sexual harassment regulations.
• Create and maintain rosters for all classes and clinical sessions.
• Record class and clinical attendance accurately and promptly in the student information system.
• Run attendance reports and reconcile student headcounts.
• Run reports related to students, including missing grades, incompletes, and potential graduates.
• Assist in posting grades and disseminate information to faculty.
• Process student status changes, enrollment, transcripts, and informational requests on time.
• Assist in building the class schedule and registering students in classes.
• Update faculty database records in the student information system.
• Assist in maintaining student files by auditing and filing as needed.
• Assist students with portal questions and assist with re-entering students.
• Assist in organizing, planning, and presenting the graduation ceremony.
• Assist the business office and bookstore on an as-needed basis.

Education & Experience

• Bachelor's degree in Business or a related field.
• Minimum of three years of experience with proven experience in records management.
• CampusVue experience is a plus.
• Effective computer skills with strong communication and analytical skills.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• High level of personal integrity and ethical conduct.
• Initiative, dependability, and reliability.