Registrar Operations Specialist

Position Overview

The Registrar Functions Specialist supports the Office of the Registrar by managing academic, compliance, and administrative functions. Key responsibilities include maintaining student academic records, ensuring adherence to federal and state regulations, enforcing university policies, and supporting enrollment and academic processes. The specialist will handle tasks such as distributing materials, processing documentation related to the Family Educational Rights and Privacy Act (FERPA), and contributing to operational efficiency. Additionally, the role involves preparing reports, attending meetings, and serving as a resource for supporting institutional policies and standards.

Essential Functions & Responsibilities

Registrar and Student Support:

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  Assist the Campus Registrar and Assistant Registrar II in daily operations.
  
  



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  Provide exceptional, student-centered customer service to align with the university's mission.
  
  



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  Input and maintain data within systems such as the Customer Relation Management (CRM) platform.
  
  

Student Records Management and Compliance:

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  Maintain student records accurately in compliance with regulatory, legal, and institutional policies.
  
  



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  Track attendance and collaborate with faculty, program leaders, and administrators to ensure compliance with attendance policies.
  
  



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  Enforce regulatory attendance policies to meet state and federal guidelines.
  
  

Academic Progress and Policy Enforcement:

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  Monitor and track final grade submissions in Campus Nexus (CNS) to ensure compliance with university procedures.
  
  



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  Enforce academic policies, particularly Satisfactory Academic Progress (SAP).
  
  

Reporting and Analysis:

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  Prepare and manage reports, including but not limited to:
  
  
  
  
  
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    Attendance Reports
    
    
  
  
  
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    Final Grade Reports
    
    
  
  
  
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    Satisfactory Academic Progress (SAP) Reports
    
    
  
  
  
  
  



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  Identify concerns and implement solutions in alignment with institutional guidelines.
  
  

Academic Schedule Management:

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  Assist in the creation and maintenance of the academic class schedule.
  
  



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  Ensure course data, attendance rules, and credits comply with university and accreditation standards.
  
  

Transfer Credit Processing:

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  Process documentation to grant appropriate transfer credit in adherence to institutional policy.
  
  

Confidentiality and Compliance:

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  Protect the privacy and confidentiality of student, associate, and institutional information.
  
  



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  Comply with the Code of Ethical Conduct, Compliance Agreements, FERPA, and applicable laws.
  
  

Continuous Improvement:

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  Maintain current knowledge of best practices and policies to enhance service excellence.
  
  



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  Participate in trainings, meetings, and development opportunities to stay informed.
  
  

General Administrative Support:

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  Maintain equipment, supplies, and a clean, organized workspace.
  
  



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  Perform other assignments as needed to support the department's goals.
  
  

Qualifications

Education:

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  Bachelor's degree in Higher Education, Educational Administration, or Business Administration (or a related field) is required.
  
  

Experience & Skills:

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  Basic understanding of policies, regulations, and standards in higher education, particularly registrar functions.
  
  



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  Proficiency in data management systems (e.g., CRM, Campus Nexus) and reporting.
  
  



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  Strong organizational, analytical, and communication skills.
  
  



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  Knowledge of FERPA regulations and institutional policies is preferred.
  
  

Core Competencies:

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  Attention to Detail:
  
  
  Ensure record accuracy and compliance in reporting.
  
  



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  Time Management:
  
  
  Balance multiple priorities in a fast-paced environment.
  
  



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  Problem Solving:
  
  
  Address academic issues within established policies.
  
  



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  Customer Service Excellence:
  
  
  Maintain a proactive, student-focused culture.
  
  



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  Collaboration:
  
  
  Build positive relationships with staff, faculty, and students.
  
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

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