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Assistant Registrar

Apply now Job no: 499379
Work type: Regular
Location: Malibu Campus
Categories: Academic Support, Director/Executive/Management, Office of Student Information Systems

The Assistant Registrar works closely with the University Registrar and the Office of Student Information and Services to provide effective student services, maintain integrity to student records, assure FERPA compliance, provide appropriate certification to the Veterans Administration for our student veterans, assure proper grades processing and documentation, ensure accurate data management and usage, and perform other duties as needed to ensure proper and effective provision of student administrative services.


  • Oversee day-to-day operations in the Records areas of the Office of Student Information and Services, including transcript processing, verification of student records, grades processing, VA process, records management, records retrieval, degree certification, diploma order/reorder and release, etc. to ensure quality and timely delivery of services pertaining to these functions.
  • Troubleshoot problems that impede meeting daily functional goals and targets.
  • Serve as the chief FERPA compliance officer for the University.
  • Plan, oversee, coordinate, and monitor University-wide implementation of the student records policy.
  • Collaborate with other managers/directors in the Office of Student Information and Services to improve student services.
  • Serves as the chief liaison with the graduate schools and the Office of Student Information and Services, coordinates with Academic Advising and the program offices in the processing of records for potential graduates, intent to graduate, calculation of honors, posting of degrees, and the distribution of transcripts and diplomas.
  • Coordinate VA audit and provide materials to VA as required.
  • Evaluate internal and external requests for data/record retrieval and staff requests for access to the student information system.
  • Coordinate, recommend, and assist in registration, class schedules, degree audit, and graduation.
  • Plan and direct the implementation of multiple projects designed to drive continuity and quality into the services provided by the functional area, i.e., electronic imaging of student records, transcript recovery, and correction, online form development, electronic-grading, class roster audit on-line, business resumption/disaster recovery strategies, etc.
  • Certify student veterans' enrollment and tuition for VA benefits and other related matters.
  • Oversee/coordinate the administration of all systems and processes pertaining to e-grading, e-class roster audit, transcript ordering via the web, VA Web Cert, self-service verification via the Web, diploma ordering/reordering, etc.
  • Attend graduation ceremonies; manage the training and development of staff members to develop their skills and maintain state-of-the-art job knowledge.
  • Develop training plans that address skill gaps.
  • Design and conduct staff cross-training; lead and develop teamwork by using people management processes and tools that involve staffing, training, supervising, coaching, and performance management to achieve optimal performance; ensure timely staff performance reviews.
  • Participate in academic council meetings, committees, work/task groups, etc.
  • Input changes to course catalog using information from the University Academic Council.
  • Co-represent the student records and information area in the ongoing development and maintenance of the PeopleSoft student information system.
  • Represent the Associate Vice President and University Registrar in academic councils, credits committees, professional associations, task groups, ad-hoc committees, etc.
  • Audit class schedules to ensure compliance with the University's Credit Hour Policy.
  • Participate in the revision of the schools' catalogs and class schedules, etc.; create administrative process calendars for all programs and monitor their implementation in coordination with the respective program directors and the Student Accounts Office.
  • Collaborate with Information Technology and end-users in evaluating and applying new technologies; consult with other schools' professionals on best practices.
  • Develop, maintain, and provide documentation for a variety of external and internal audits/reporting.
  • Plan, develop, and implement training and orientation sessions to educate faculty, staff, and students on FERPA compliance and related government statutes and regulations.
  • Perform other duties assigned.
  • Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Graduate degree; a record of progressively increasing responsibility in the areas of supervision; one year of job-related experience in a PC-based environment. Demonstrated leadership abilities and proven managerial skills. PC proficiency and experience Microsoft Office Suite.

Preferred: Supervisory experience in higher education; two years of progressive leadership experience in a University setting highly desired, preferably in areas dealing directly with students; experience in project management, planning, and organization desirable; two years of combined experience in policy and procedures writing desired. Usage and understanding of relational database to maintain, access, and manage critical information, FERPA regulations, dealing with the Veterans Administration. Knowledge of PeopleSoft software, document storage and management software (Etrieve)

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds. 

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. Qualified applicants with criminal histories will be considered for employment in compliance with all applicable laws.

This is a regular, exempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Standard Time
Applications close:

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