Assistant Registrar

POSITION PURPOSE:

The Assistant Registrar will serve as a key member of the Records team, providing technical expertise and operational support for student records systems, admissions, registration, and graduation processes. Make daily operational decisions, support college-wide initiatives, and collaborate with various departments to ensure accurate and efficient service delivery. Provide training and leadership in support of system-wide compliance, accuracy, and student success. The Assistant Registrar directs the staff and operations in the records area.

GENERAL DUTIES AND RESPONSIBILITIES:

Ensure the security, accuracy, and confidentiality of student records in compliance with FERPA, federal/state laws, and institutional policies.

Supervise the Records Specialist and provide leadership in daily office operations.

Serve as acting Registrar in their absence

Make informed, day-to-day operational decisions and provide recommendations to the Registrar for optimizing workflows and improving procedures.

Keep staff informed of policy updates, and lead, support, and implement district-wide training efforts related to records management.

Assist with reviewing and updating Navarro College policies and procedures related to student records.

Manage the Registrar, Graduation, and Transcript email accounts to ensure timely, accurate, and professional communication with students, faculty, staff, and external partners.

Prepare reports and dashboards to track and communicate Registrar's Office activities aligned with district, state, and federal reporting requirements.

Certify student enrollment requests in full compliance with the Texas Public Information Act and FERPA.

Oversee the processing and tracking of Dynamic Forms to ensure timely completion.

Actively engage with professional organizations such as TACRAO and similar higher education associations to stay current on best practices.

Oversee timely processing of transfer credit evaluations and military credit assessments.

Manage and maintain degree audit functionality and ensure the accuracy of graduation certifications.

Oversee National Student Clearinghouse reporting, including Enrollment Reports and Degree Verifications.

Provide front-line support at the Welcome Desk for inquiries related to registration, transcripts, and academic records.

Support records-related functions such as registration, grading, academic reporting, and end-of-term processing.

Maintain the student information system (SIS), including student, course, catalog, and graduation databases, ensuring data integrity and compliance.

Serve as the technical lead in managing day-to-day SIS operations, including updates to records and processing academic transactions.

Manage electronic transcript workflows, coordinating with trading partners for the secure exchange of student records.

Distribute academic data to faculty and staff as needed while maintaining data accuracy and compliance.

Assist with record-keeping procedures and provide training at off-site locations.

Lead key graduation activities including notifying candidates, compiling eligibility reports, verifying honors, and issuing diplomas and certificates.

Support international student processes and serve as a Designated School Official (DSO).

Contribute to special projects and other duties as assigned by the Registrar.

Occasional overnight travel may be required. KNOWLEDGE, SKILLS AND ABILITIES:

Leadership skills with the ability to guide, mentor, and collaborate effectively with team members.

Self-motivated and able to work independently with minimal supervision, while also thriving in a team-oriented environment.

Proficient in word processing, spreadsheet, and database applications, with strong experience in maintaining and troubleshooting computer systems.

In-depth knowledge of the full admissions and records process, with prior experience in a Registrar's office.

Flexibility to work extended hours as needed, including after-hours and occasional weekends during peak periods such as late registration.

Skilled in interpreting and applying college policies, academic regulations, and state and federal compliance requirements, including FERPA.

Computer programming experience and ability to work with and support student database systems.

Excellent interpersonal, communication, and customer service skills, with a proven ability to interact effectively with individuals.

Demonstrated ability to establish and maintain effective working relationships with students, colleagues, and the public.

Proven ability to lead and supervise clerical staff and part-time staff.

Highly organized and efficient in managing concurrent projects and adhering to tight deadlines.

Comfortable working independently and collaboratively in dynamic environments with frequent student contact and time-sensitive responsibilities.

Committed to professionalism, integrity, and confidentiality in all aspects of records management. POSITION QUALIFICATIONS:

Required

Associate's degree

Minimum of two years' experience and training in a Registrar's office or closely related office in higher education.

Will consider equivalent amount of experience and training in a related office in education. Preferred

Bachelor's degree

Minimum of two years of experience in the admissions and records office at a college or university. WORKING CONDITIONS:

Variances from regular working hours may be necessary to fulfill the responsibilities of the position.

Busy working environment with numerous interruptions

SALARY: $ 42,000. annually (This is a 12 month position to be paid over 12 months)