Assistant Registrar

Assistant Registrar

At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

Reporting to the Registrar, the Assistant Registrar supports the administration of student records, registration services, transfer credit evaluation, degree audit processes, and student information system operations. This position serves as a primary resource for students, faculty, and staff regarding academic policies, transfer credit, registration, and student record maintenance. The Assistant Registrar is responsible for ensuring the integrity, accuracy, confidentiality, and security of student educational records in compliance with applicable state, federal, and accreditation regulations, including FERPA, as well as college policies and procedures. This position frequently exercises independent judgement in resolving student record issues, maintaining course equivalencies, evaluating transfer credit, and supporting the daily operations of the Registrar Office while providing responsive and student-centered service.

Essential Functions:

The statements below are intended to describe the principal duties of the person or persons assigned to this job. They are not intended to be an exhaustive list of all job duties and responsibilities.

• Maintain accurate, organized, and confidential student academic records within the student information system; process student record forms; perform data entry, validation, and quality-control activities; and ensure compliance with established records-retention policies and procedures.
• Process student registration and academic record transactions, including course additions, drops, withdrawals, course waitlists, schedule adjustments, and other approved record changes.
• Coordinate and maintain student applications and related records for consortia, MMACU, and other approved program enrollments.
• Manage classroom calendars through Outlook and Jenzabar.
• Assist with office walk-in and telephone inquiries, monitor and respond to Registrar's Office emails.
• Assist with student communications related to registration, graduation, academic standing, and other Registrar's Office processes.
• Comply with the College procedures, guidelines, and regulations relating to FERPA and confidentiality of information.
• Process requests for academic transcripts and degree verifications through the National Student Clearinghouse and provide legacy transcripts as needed.
• Evaluate and process transfer credit and other external sources of academic credit, including examination-based credit (e.g., AP, CLEP, IB), dual-credit coursework, international credentials (e.g., A-Levels, Abitur, and other international secondary or postsecondary credentials), and transfer coursework from accredited institutions in accordance with established transfer credit policies and procedures.
• Verify, document, and maintain records of the accreditation status of institutions from which transfer or other external academic credit is accepted in accordance with institutional policies and procedures.
• Collaborate with academic departments to evaluate transfer coursework and establish course equivalencies in the Transfer Evaluation System (TES).
• Maintain the Transfer Evaluation System (TES) and update course equivalencies as needed.
• Support the implementation of transfer guides, articulation agreements, and memoranda of understanding by maintaining accurate transfer information and related records within institutional systems.
• Prepare routine reports and data extracts related to transfer credit, registration, enrollment, graduation, and student records as requested.
• Serve as a backup for essential Registrar functions and help ensure continuity of operations during staff absences.
• Work closely with members of the Office of Academic Affairs and provide assistance when needed.
• Assists with the commencement ceremony and other internal events as needed.
• Support the Registrar with additional tasks as needed.
• Other duties as assigned.

Job Requirements:

Education: Bachelor's degree required.

Skills:

• Excellent oral, written, and interpersonal communication skills
• Sincere dedication to exceptional customer service
• Ability to produce high quality, accurate work in a fast-paced environment
• Ability to multitask and provide attention to detail

Benefits:

• Medical, dental, and vision options
• Health Savings Account and/or Flex Spending Account
• Supplemental options: Short-term disability, Hospitalization, Accident, and Critical Illness
• Stand-alone EAP program
• Life, AD&D, and long-term disability
• Retirement 403(b) plan
• Tuition remission or exchange programs
• Sick and Vacation time
• Paid Holidays (15+ each year)

Review of applications will begin immediately and will continue until the position is filled or the search is closed.