Assistant Registrar

Job Description NORMAL WORK HOURS: 40 hours per week, Monday-Friday IMMEDIATE SUPERVISOR: Associate Registrar OTHERS WHO MAY ASSIGN WORK: Registrar POSITION SUMMARY: The Assistant Registrar serves as a primary point of contact for the Registrar’s Office and collaborates closely with adjacent academic teams to provide responsive, knowledgeable service to students, faculty, staff, and external stakeholders. The position supports a broad range of academic records and registration functions, with particular emphasis on standard and non-standard course registration, study away, major declarations, academic advising processes, degree audits, and transcript-related components of Olin’s Learning Continuum. Working closely with the Associate Registrar, the Assistant Registrar supports the College’s daily, semester-based, and annual registration operations. The position has primary responsibility for coordinating, processing, and maintaining records for non-standard academic activities, including independent study, research, cross-registration, course substitutions, transfer credit, Passionate Pursuits, and Co-Curricular programs. As a lead team member of the Registrar’s Office front-line operations, the Assistant Registrar ensures a welcoming and service-oriented experience while responding to inquiries, resolving routine and complex issues, and connecting constituents with appropriate resources. The position also provides support for College visitors, programs, and special events as needed. Working both independently and collaboratively within a small, highly integrated office, the Assistant Registrar performs a broad range of skilled administrative and academic records functions and contributes to projects and initiatives that support the Registrar’s Office and partner teams. The successful candidate will be highly organized and detail-oriented, possess excellent written and verbal communication skills, demonstrate strong judgment and discretion, and effectively manage multiple priorities and deadlines. The ideal candidate will also be technologically proficient, eager to learn new systems and tools, proactive in identifying and addressing needs, and committed to providing exceptional service. RESPONSIBILITIES Student Services & Frontline Support Serve as a primary point of contact for the Registrar’s Office, providing timely, accurate, and student-centered service to the Olin community and external stakeholders. Respond to student requests and questions related to transcripts, enrollment verifications, registration, grading, transfer credit, academic records, and other Registrar services. Triage internal and external inquiries, resolving requests when appropriate and connecting individuals with the appropriate office or resource when needed. Communicate Registrar policies, procedures, deadlines, and requirements clearly and consistently to students, faculty, staff, and other stakeholders. Academic Operations & Records Management Create, process, maintain, and ensure the accuracy of records for non-standard academic activities, including independent study, research, cross-registration, Passionate Pursuits, and Co-Curricular programs. Coordinate and process home and host cross-registration activities and maintain associated student and academic records. Create and maintain semester registration materials, curriculum-related resources, instructions, forms, and other communications for students and faculty. Partner with the Registrar’s Office team to support registration information sessions and develop resources that help students understand registration processes, including how to register and how to use advising worksheets. Monitor registration activity and follow up with students who have not completed required approvals or registration by established deadlines. Maintain accurate and complete student academic files in accordance with College policies and applicable record-retention and privacy requirements. Manage and process Course Substitution and Transfer Board requests and maintain related documentation. Process approved transfer credit and ensure accurate application to student academic records and degree requirements. Support Study Away programs by advising students on academic and registration requirements, preparing pre-departure materials, maintaining appropriate records, and awarding approved credits following completion of the away program. Under the direction of the Principal Designated School Official (PDSO), serve in a backup capacity as a Designated School Official (DSO), as needed. Advising, Degree Progress & Academic Programs Advise students and faculty regarding majors, degree requirements, academic policies, registration requirements, and degree progress. Support students throughout key academic advising and degree-progress milestones, including Declarathon during the sophomore year, Junior Reality Check, Senior Audits, and related follow-up activities. Monitor degree progress and follow up with students and faculty regarding outstanding requirements, approvals, or other actions needed to support timely degree completion. Support faculty advisors by providing accurate degree requirement information, advising resources, and guidance on Registrar processes and policies. Manage Engineering Certificate programs, including registration, tracking student progress, conducting audits, and coordinating certificate issuance. Collaborate with the Registrar and academic partners to identify and address student academic record or degree-progress issues. Systems, Communications & Institutional Support Maintain accurate, accessible, and up-to-date Registrar website content, forms, instructions, and student-facing resources. Support annual updates to the College Catalog in collaboration with the Registrar and as a team member of the Academic Recommendation Board. Utilize student information systems and related technologies to maintain accurate academic records and support Registrar operations. Assist with Commencement planning and activities, particularly those related to degree completion, student records, and graduation requirements. Participate in Registrar’s Office and cross-functional projects designed to improve processes, communications, systems, and the student experience. Provide support for College visitors, programs, and special events as needed. Perform other duties and responsibilities as assigned. EXPERIENCE AND QUALIFICATIONS Bachelor’s degree required. Three to five years of relevant professional experience, preferably in a college or university environment. Experience with or knowledge of student information systems, and academic records, preferred. Excellent customer service, interpersonal, verbal, and written communication skills, with the ability to communicate policies, procedures, and detailed information clearly and accurately. Strong analytical, critical-thinking, and problem-solving skills. Strong organizational skills, attention to detail, and ability to establish priorities in a fast-paced environment. Ability to work effectively both independently and collaboratively as part of a small, highly integrated team. Proficiency with Microsoft Office products and comfort learning and using student information systems, databases, and other technology tools. Company Description Olin College of Engineering seeks employees who are passionate about working collaboratively within and outside of the Olin community to support the College’s mission and vision for the future. At Olin, we are educating the next generation of engineering innovators and shifting the definition of engineering. Not only do our students ask, "Who are we designing this for, and what are their values?" They also ask questions about the impact of their work on society. As Olin evolves under new leadership, we seek to become a more representative and aware community, a place where everyone is a learner and where everyone is an educator. Olin will become a place where experimenting- including making and learning from mistakes- will be embraced across the institution, not just in the classroom. Collaboration is key to Olin’s curriculum and culture, and we will work intentionally to reinforce the values and culture to which we aspire. We are a community that thrives on being together; we value trust. The College supports teams to collaboratively decide how they can best do their work, and display a commitment to the community, all while providing individuals with overall work-life flexibility. Olin College is situated on 75 acres in Needham, Massachusetts. We are approximately ten miles from Boston, one mile from the MBTA Commuter Rail train station, and approximately four miles from the Woodland Station from the MBTA Green Line. We have plenty of free parking on campus. You can find more details on our Visiting Campus page. Olin College is committed to supporting an innovative, integrated learning and working environment. As a small campus, the in-person experience and cross-team collaboration is what helps build a strong,dynamic community for our students, faculty and staff.Typically, most roles at Olin College are intended to be in-person and on-campus. Certain paid positions may be eligible for flexible working arrangements, at the College’s sole discretion. Any approved remote work arrangement for pay must be performed in the Commonwealth of Massachusetts where Olin is registered to do business. Individual flexible and remote work options can be discussed during the interview process. Benefits Olin College prides itself on offering to faculty and staff comprehensive benefits that provide both choice and value. These benefits are an important part of total compensation. Full-time employees scheduled to work at least 30 hours per week may be eligible for the following benefits: Core Benefits Medical (three different options) Dental Vision Basic Life and AD&D Insurance (company paid) Paid Family Medical Leave Long Term Disability (company paid) 403(b) Retirement Plan with company match Liberal sick and vacation time and paid holidays Free parking Additional Benefits Health Savings Account (HSA) Flexible Spending Accounts (FSA) Employee Assistance Program (EAP) Voluntary Life Insurance Business Travel Insurance Supplemental 403(b) Retirement Plan Travel Assistance Services (company paid) Pet Insurance Please note that benefits are subject to change at any time. Equal Opportunity Employer Statement At Olin College we seek to become a more representative and aware community. If you’re excited about a role and have relevant experience, but your work history doesn’t align perfectly with every qualification in the job description, we'd nevertheless encourage you to apply. Olin College is an Equal Opportunity Employer. We welcome applications from candidates belonging to groups that have historically been underrepresented in higher education, including racial and ethnic minorities, LGBTQIA people, and people with disabilities. Employees of the College who have a disability are welcome to request reasonable accommodations by contacting Human Resources at View email address on click.appcast.io. #J-18808-Ljbffr