Temporary Administrative Assistant to the Registrar

Job Description

Job Description

Temporary Administrative Assistant to the Registrar

Six-Month Assignment

Position Summary

Stanbridge University is seeking a detail-oriented Temporary Administrative Assistant to the Registrar to support the accurate, secure, and timely maintenance of student academic records.

This is a temporary position with an anticipated assignment duration of six months. Continuation beyond the six-month assignment is not guaranteed.

The Administrative Assistant will support student record updates, document processing, enrollment and graduation activities, transcript requests, data entry, and communication with students, faculty, and university departments. The ideal candidate has prior experience working with student records and understands the importance of accuracy, confidentiality, regulatory compliance, and timely processing.

Employment Classification

• Temporary, six-month assignment
• Onsite position
• Continuation or conversion to a regular position is not guaranteed

Essential Functions

• Maintain accurate and complete student records within the university’s student information system and electronic document-management platforms.
• Review, enter, update, and verify student demographic, enrollment, academic, and program information.
• Process student record requests, forms, supporting documents, status changes, and other registrar-related transactions.
• Assist with transcript requests, enrollment verifications, degree verifications, and related academic record inquiries.
• Review submitted documentation for completeness, accuracy, required approvals, and compliance with established procedures.
• Scan, upload, index, organize, and retrieve student documents using approved electronic records systems.
• Identify incomplete, inconsistent, or potentially inaccurate records and coordinate corrections with the appropriate university department.
• Protect the confidentiality and security of student information in accordance with the Family Educational Rights and Privacy Act (FERPA), university policies, and applicable regulations.
• Respond professionally and promptly to questions from students, alumni, faculty, staff, and authorized third parties.
• Provide clear guidance regarding registrar forms, documentation requirements, processing timelines, and applicable university procedures.
• Assist with registration, enrollment reporting, grade processing, academic standing updates, graduation preparation, and diploma-related activities as assigned.
• Support student record audits and help prepare documentation for accreditation, compliance, and internal review activities.
• Generate routine reports, spreadsheets, correspondence, and tracking documents.
• Monitor assigned work queues, shared email accounts, and service requests to ensure timely follow-up and completion.
• Collaborate with Admissions, Student Services, Financial Aid, Academic Affairs, and other departments to resolve student record matters.
• Maintain organized electronic and physical filing systems in accordance with institutional record-retention practices.
• Provide general administrative support, including scheduling, data entry, correspondence, document preparation, mail distribution, and meeting coordination.
• Participate in departmental training and remain current on university policies, academic procedures, records-management practices, and system updates.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Associate degree or college-level coursework preferred.
• At least two years of administrative, records-management, data-entry, or student-services experience preferred.
• Experience working with student records in a college, university, vocational school, or other educational setting strongly preferred.
• Working knowledge of FERPA or demonstrated experience handling confidential information.
• Experience using a student information system, document-management platform, customer relationship management system, or comparable database preferred.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Demonstrated ability to enter, review, and maintain detailed information with a high degree of accuracy.
• Strong organizational, time-management, and follow-through skills.
• Ability to manage multiple priorities and meet established deadlines in a high-volume environment.
• Strong written and verbal communication skills.
• Professional and service-oriented approach when assisting students, alumni, faculty, and staff.
• Ability to understand and consistently apply policies, procedures, and regulatory requirements.
• Ability to exercise sound judgment, maintain confidentiality, and escalate sensitive or unusual matters appropriately.
• Ability to work independently while contributing effectively within a collaborative team environment.
• Ability and willingness to complete the full six-month temporary assignment.

Preferred Candidate Profile

• Direct experience supporting a registrar’s office, academic records department, or comparable student-services function.
• Experience processing transcripts, enrollment verifications, grade changes, academic status updates, graduation records, or similar transactions.
• Experience reviewing student files for completeness, accuracy, and regulatory compliance.
• Familiarity with higher education terminology, academic calendars, course registration, credit hours, grading practices, and degree requirements.
• Experience supporting institutional audits, accreditation reviews, or regulatory reporting.
• Demonstrated success working in a deadline-driven environment where accuracy and confidentiality are essential.
• Availability to begin promptly and provide consistent support throughout the six-month assignment.

Compensation

• $22.00–$24.00 per hour.
• Compensation is based on education, experience, and internal equity.

Conditions of Employment

• A job-related assessment may be required during the interview process.
• Must be able to perform each essential duty satisfactorily and be physically present in the office (unless otherwise noted).
• Employment Authorization: Applicants must be legally authorized to work in the United States. Stanbridge University does not provide employment-based immigration sponsorship or participate in employer-sponsored or employer-dependent work authorization programs.
• Sponsorship: Sponsorship now or in the future could include having Stanbridge University sponsor, complete employer documentation, provide attestations or training plans, or otherwise participate in a work-authorization or employment-based immigration program in order for an individual to begin or continue employment. Stanbridge University does not provide any such sponsorship.
• Employment verification will be conducted to validate work experience per accreditation standards.
• Offers of employment are contingent upon the successful completion of a background check.
• Official transcripts are required prior to hire. Degrees earned outside the United States must be evaluated by a recognized credential evaluation service to determine U.S. degree equivalency and applicable subject-area coursework.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

• Standard office, classroom, lab, or clinical setting.
• Duties are typically performed while sitting at a desk or computer workstation.
• May include time spent in skills labs or bedside environments as required by the program.
• Subject to frequent interruptions, noise from talking or office equipment, and demanding timelines.

Physical Demands

• Regularly sits for extended periods.
• Physical ability to perform program- or department-related duties.
• Proficient in using electronic keyboards and office equipment.
• Effective verbal communication via phone and in person.
• Ability to read fine print, operate computers, and understand voices clearly.
• Able to lift, carry, and/or move objects weighing 10–25 pounds as needed.

Institutional Values

Diversity and Inclusion

Stanbridge University’s motto, “Strength through Diversity,” reflects our deep commitment to honoring the diverse backgrounds of our students, faculty, staff, and surrounding communities. We strive to build an inclusive learning environment and uphold anti-discrimination practices in all aspects of university life.

Innovation and Technology

We embrace cutting-edge technology to enhance student learning through interactive, hands-on experiences, including virtual reality and simulation labs—ensuring students are prepared for the demands of modern healthcare practice.

Community Engagement

Through initiatives such as Stanbridge outREACH, students are empowered to give back to local and global communities, cultivating compassion, civic responsibility, and social awareness.

Equal Opportunity Employer

Stanbridge University is an Equal Opportunity Employer. We are committed to building a diverse and inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, or any other protected status. All qualified applicants are encouraged to apply.