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Position: Assistant Registrar - Admissions

Grade Department Position type: Position Number
43 4BB – Department not found Full-time A97827

Position Summary:

 Under the direction of the Registrar, the Assistant Registrar - Admissions will: manage the day to day activities of Registration and Records including One Stop and One Stop Processing; administer training sessions for the One Stop Processing Center and One Stop Advisors; direct all processes of final grade submission from faculty; coordinate with Registrar in all aspects of final grade and end of term processing; manage all aspects of National Student Clearinghouse reporting; manage all aspects of NCAA compliance reporting; coordinate with other departments in any needed data corrections/clean-up of processes related to registration/records related BANNER operations.

Essential Functions, Major Duties, and/or Accountabilities:
  • Direct all processes in final grade submission from faculty, including training, correspondence and instruction or essential procedures.
  • Coordinate with the Registrar in all processes of end or term processing, including processing job submissions to close all aspects of academic history each cementer.
  • Manage the NCAA compliance verification reporting, working closely with the Athletic Department in related essential functions.
  • Manage the National Student Clearinghouse reporting, scheduling, processing, and submitting enrollment and degree verifications.
  • Evaluate and screen Petitions for Exception to Academic Policy based on existing or past university policies set by university administration or committees, providing recommended decisions to the Registrar.
  • Advise and train employees, staff, faculty and students on university, state and federal policies and procedures pertaining to Registration/Records including FERPA (Federal Education Rights and Privacy Act), determining exceptions to some Registration/Records policies.
  • Provide and distribute technical information to employees, staff, faculty and students concerning Registration/Records functions in the current institutional student records software.
  • Problem solve BANNER system for incorrect/incomplete data, including troubleshooting, and direct the data entry correction. Coordinate with IT when problems arise with report submissions. Review SunGard documentation for upgrades to the BANNER system and coordinate all Registration/Records testing before implementation of upgrade.
  • Direct the ODS and EDW implementation for Registration/Records data. Coordinate with SS Business Analyst to produce Registration/Records report for current procedures.
  • Assist in budget planning and tracking expenditures.
  • Perform miscellaneous job-related duties as assigned.

Supervisory Responsibilities:
  • The One Stop Processing Center staff, which includes one full-time manager (non-exempt, grade 11) and four part-time employees (non-exempt, grade 5) regarding Registration/Records functions including enrollment verification, official transcript requests and document imaging.
  • The One Stop Manager (full-time, non-exempt, grade 33) assigned to Registration/Records, including training in all Registration/Records functions.
  • One employee (part-time, non exempt, grade 5) in NCAA compliance verification and reporting.

Special Requirements of the Position:
  •  Willing to work extra hours in a day/week when warranted.


Graduation from an accredited institution with a bachelors degree and 2 years of experience related to the summary of duties or any combination of education and/or experience related to the essential duties totaling six years.

  • Working knowledge of university student records related to academic history, university regulations and procedures, FERPA, business math and computation of GPA, use of standard office equipment, computer programs and current institutional student records software.
  • Considerable knowledge of effective communication skills and rapport-building techniques, demonstrated supervisory techniques and ability, organization and maintenance of effective records management and information systems, work procedures and office equipment related to the needs of the department,, effective communication and report writing techniques and effective public speaking.
  • Ability to apply effective general principles to specific conditions and policies, follow written/oral procedures and instructions, deal with the public effectively and courteously. 

This position description 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 list of all duties, responsibilities, and qualifications required of employees assigned to the position.
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