Registrar Specialist

(posted 1/29/25)

Hollins University in Roanoke, Virginia is seeking qualified candidates for the position of Registrar Specialist.

About the Role

The Registrar Specialist plays a vital role in supporting the Registrar’s Office by providing responsive services. The specialist serves as the receptionist for the office; provides administrative support for the area; works closely with the University Registrar and Assistant Registrar to maintain the integrity, accuracy, and privacy of academic records; processes forms and records requests (course registration, transcripts, enrollment verifications, etc.); creates and maintains the course schedules; and evaluates and articulates transfer credits in addition to performing other essential academic functions.

Specific duties include the following:

General Office Work

• Serve as receptionist for the office, direct walk-in and telephone inquiries, and pick up and distribute mail daily
• Monitor and respond to Registrar’s Desk emails
• Know general rules, regulations, and policies of the university and disseminate relevant information to all constituencies of the campus community
• Handle a wide range of transactions for students and faculty
• Maintain electronic filing of academic forms
• Maintain budget and handle credit card payments, check requests, and deposits
• Order office supplies

Transcripts

• Process requests for academic transcripts
• Maintain electronic file of transcript requests
• Monitor Parchment for transcript requests, perform student record research, provide legacy transcripts as needed, and work with Parchment to resolve any issues

Transfer Credit and Credit by Examination Evaluation

• Evaluate transcripts and credit by examination scores and draft transfer credit and dual credit evaluations in accordance with the transfer guidelines
• Work with department chairs in assessing new transfer courses
• Build and maintain the articulation tables in Banner
• Support the annual review of Virginia Community College System courses for transfer purposes

Course Schedule and Catalog

• Build and maintain courses and course schedules in Banner
• Coordinate with departments and faculty and implement any changes in the course schedule including changes in academic space needed
• Update and maintain schedule-related documentation
• Assist in making edits to the academic catalog
• Review the catalog for changes, approved new courses, and approved new curriculum changes and implement those updates in the schedule

Student Enrollment Verifications

• Provide enrollment certifications to students and parents for ID renewals, health insurance, and other needs
• Process National Student Clearinghouse (NSC) enrollment verifications
• Provide instructions for online access through the Hollins Information System (HIS)

Maintenance of Student Records

• Major/minor declarations – accept major and minor declarations and enter information in student records
• Registrations – assist with those for athletes, theatre, summer reading, and other students
• Enter academic probation and dean’s list notations in Banner
• Enter placement test scores for incoming students in Banner
• Maintain electronic files of documents received

Grades

• Enter incomplete grades for all terms
• Process grade changes for all terms
• Send final grades to other colleges’ registrars offices as needed

Loan Deferments

• Collect and process verifications through the clearinghouse and other loan agencies
• Maintain current file of certifications processed and answer inquiries from parents and students

Position Qualifications

Successful applicants must have the following qualifications and experience:

• Bachelor’s degree
• Minimum of one year of relevant experience
• Database/reporting experience
• Microsoft Office proficiency, particularly Outlook, Word, and Excel
• Excellent oral and written communication, customer service, detail, and accuracy skills
• Strong problem-solving and critical thinking skills
• Demonstrated organizational and planning skills to set priorities and meet deadlines
• Ability to work effectively independently and as a member of a team in a fast-paced environment
• Abilities to take direction, use discretion, maintain confidentiality, and exhibit a high degree of professionalism and responsiveness in daily interactions with a broad range of stakeholders

Preferred candidates will have the following:

• Experience with student information systems such as Ellucian Banner
• Minimum of one year of related experience in higher education in registrar or student services roles
• Knowledge of FERPA guidelines

Application Process

Qualified candidates should submit a cover letter and resume to hollinshr@hollins.edu. Candidates are encouraged to comment in their cover letter on how their contributions will further the university’s efforts to ensure the success and inclusion of all members of its community. Review of applications will begin immediately and will continue until the position is filled. Semi-final candidates will be asked to submit contact information for three references. Once the selected candidate accepts a contingent employment offer, a criminal history background check will be conducted.

About Hollins

Hollins University is dedicated to academic excellence, creativity, belonging, and preparing students for lives of purpose. Hollins provides an outstanding and academically rigorous undergraduate liberal arts education for women and entrepreneurial and innovative graduate programs for all in a gender-inclusive environment. The university promotes opportunities for research, study abroad, and leadership training, and offers real-world experience through global internships supported by an extensive alumnae/i network.

An equal opportunity employer, Hollins fosters diversity and inclusiveness at every level of the university. Persons of all genders, gender identity/expression, and sexual orientation; persons with disabilities; persons of all racial, ethnic, and cultural backgrounds; and first-generation college graduates are encouraged to apply.

Visit www.hollins.edu for more information.