Position Summary
The Assistant Registrar for the School of Graduate and Professional Studies administers, processes, and provides services related to academic records, registration and class schedule, enforcement of academic policy, etc. The Assistant Registrar modifies, updates, and interprets student information in the student information system, applies academic policy to a variety of situations, and resolves reported errors in academic records. On behalf of graduate students, the Assistant Registrar works closely with program directors and advisors to administer the processes for credential certification and graduation. Additionally, the position supports curriculum management, the academic advisement, and registration processes by providing assistance to students and faculty. The Assistant Registrar assists with end-of-semester processes that ensure accurate and timely updating of students’ academic record. This position is responsible for enrollment and completion reporting to the National Student Clearinghouse. This position coordinates the School of Graduate and Professional Studies commencement responsibilities that are assigned to the Registrar’s Office.
Education Required Bachelor’s Degree required. Education Preferred Master’s Degree Experience Required 1-3 years of higher education experience required. Experience Preferred 3 years of registrar’s office experience preferred. Skills, Characteristics Required for Position
- Adept in computer literacy with knowledge of and experience with electronic student information systems and website management
- Commitment to excellent student (customer) service
- Demonstrate a proven ability to balance multiple important priorities while showcasing excellent organization and meticulous attention to detail
- Discern and carry out administrative and procedural decisions and judgments on sensitive, confidential issues
- Experience in project implementation with advanced skills in project prioritization, planning, and organization
- Knowledgeable of the policies, regulations, and laws regarding student records
- Maintain a high level of confidentiality and effectively apply FERPA regulations, Red Flags and related compliance issues
- Superior interpersonal and communication skills (written and oral) and the ability to work cooperatively and effectively with a wide range of constituencies in a diverse community
Special Working Conditions N / A Driving Requirements N / A Essential Employee N / A Primary Duties 1. Provide effective customer service through the understanding and application of pertinent academic regulations, rules, laws, policies, and procedures related to registrar functions. Maintain confidentiality of all records, following both FERPA and institutional guidelines.
Provide verbal and written assistance and general support for students, parents, faculty and alumni on inquiries related to a variety of topics (e.g. transcripts, curriculum, academic policy, etc.).Provide written communication through letters and forms regarding enrollment, credential completion, and other types of verifications.Monitor, respond to, and forward as necessary emails received in the gradregistrar@messiah.edu email account.Main point of contact for School of Graduate and Professional Studies Registrar main phone number. 2. Conduct credential conferral process to support the graduate and professional studies students from credential application through award upon completion of all credential requirements.Maintain thorough understanding of credential requirements and how they are listed on degree audits.Assist students and faculty to enable successful use and navigation of degree audits.Evaluate requests for exception (e.g. course substitutions and / or waivers) to ensure compliance with academic policy. Challenge exceptions that appear to violate policy guidelines.Update individual student degree audits by recording approved curriculum substitutions and waivers.Oversee the credential application process for the School of Graduate and Professional Studies by initiating the online graduation application, monitoring the receipt of all eligible applications, and reviewing applications for accuracy and completion of credential requirements.Complete detailed review for completion of credential requirements and adherence to academic policy for each candidate.Identify eligibility to graduate; Identify and report credential deficiencies and communicate with advisors, students, and program directors.Provide degree completion counsel.Present list of graduating candidates to Graduate Council and COE for approval.Award institutional credentials and update student transcripts accordingly.Consult with Student Financial Services office regarding student financial eligibility for distribution of credentials.Produce and distribute Graduate diplomas, certificates of graduate studies and certificates of advanced graduate studies.Process School of Graduate and Professional Studies apostille service requests.Complete School of Graduate and Professional Studies degree re-evaluations.Process School of Graduate and Professional Studies replacement credential requests. 3. Coordinate student logistics associated with the School of Graduate and Professional Studies Commencement Ceremony.Serve on School of Graduate and Professional Studies Commencement Committee.Communicate required graduation and commencement information to all graduating students.Establish all content related to graduating students for the Graduate Commencement Ceremony program; Work with Press to edit and publish student information.Coordinate the student marching order and direct students accordingly.Assist with process related to student attendance at the Graduate Commencement Ceremony, such as tickets, regalia, etc.4. Provide assistance to GR Program Directors in preparing GR curricular proposals, shepherding proposals through governance and communicating results to the appropriate parties. 5. Assist with stages and iterations required for schedule production and student registration for the School of Graduate and Professional Studies.
Assist with updates to sections of courses (part-of-term, time and dates offered, instructor assignment, prerequisites, co-requisites, title, etc.) for current and future semesters in an efficient and timely manner.Assist with the compilation and publication of online registration materials for students and faculty in the School of Graduate and Professional Studies.Assist with beginning of term set up in Student Information System. 6. Assist Senior Associate Registrar for the School of Graduate and Professional Studies with beginning and end-of-term processing as it relates to the School of Graduate and Professional Studies.Assist with updates to sections of courses (part-of-term, time and dates offered, instructor assignment, prerequisites, co-requisites, title, etc.) for current and future semesters in an efficient and timely manner.Assist with the compilation and publication of online registration materials for students and faculty in the School of Graduate and Professional Studies.Assist with beginning of term set up in Student Information System.Schedule final grade deadline reminders for faculty for each part of term.Follow up with faculty who miss the grading deadline.Roll all grades to student academic history.Evaluate incomplete grade requests in accordance with academic policy. Communicate incomplete grade requests to Senior Associate Registrar for the School of Graduate and Professional Studies and Student Financial Services, following up with faculty as needed.Evaluate student records in accordance with repeat course policy; adjust records as needed due to software limitations.Update graduate student records for academic standing (e.g. probation, dismissal, good standing) after each part of term.Provide the Senior Associate Registrar for the School of Graduate and Professional Studies with reports and transcripts for review of academic standing.Prepare letters of probation, probation after dismissal, and return to good academic standing.Process grade change requests, including incomplete grade changes, as received and in accordance with policy.7. Create graduate level transmission schedule and submit enrollment transmissions to the National Student Clearinghouse as required by the Department of Education. Assist with maintaining Messiah employee access to National Student Clearinghouse.
Develop schedule based on guidelines identified on National Student Clearinghouse web site and drop / add / withdrawal dates for each part of term.Maintain schedule on the National Student Clearinghouse web site.Run processes in Student Information System to select student records, create EDI file via Banner process, upload encrypted enrollment transmission files to National Student Clearinghouse web site.Evaluate and update student records in Student Information System or the National Student Clearinghouse web site as identified in error reports.Review and respond to enrollment and degree verification requests through the National Student Clearinghouse DegreeVerify platform.Coordinate with the Senior Associate Registrar for Curriculum Management and Degree Certification in the submission of the degree / credential completion with the National Student Clearinghouse and resolve errors relating to the School of Graduate and Professional Studies students. 8. Record course / credits for transfer for the School of Graduate and Professional Studies ensuring integrity and compliance of academic policy.Collaborate with program directors to ensure the appropriate credit and course equivalencies are maintained.Oversee communication of transfer credit information to current and prospective students.9. Review requests for directed or independent studies and register students following guidelines established in academic policy.
Create the directed / independent study section in the student information system.Register students and communicate with campus community regarding this special registration activity.10. Manage and facilitate roster reconciliations for each part of term for the School of Graduate and Professional Studies.
Initiate class roster reconciliation process by contacting all course instructors.Track responses and update student registration as needed.Communicate with students, advisors, faculty, and Student Financial Services regarding registration updates. 11. Maintain the School of Graduate and Professional Studies Registrar’s Office web page.Maintain / update dates and deadlines for each semester and part of term. This includes drop / add / withdraw dates, faculty final grade due dates.Maintain / update student registration materials.Maintain / update FERPA information.Maintain / update links to forms.Maintain / update all pages related to services and requests, transfer policies, top questions, etc. 12. Create and maintain electronic forms for the School of Graduate and Professional Studies Registrar’s Office.13. Maintain an up-to-date comprehension of guiding policies and regulatory requirements (e.g. FERPA, academic policy, etc.) to ensure office practices foster compliance.
Stay abreast of regulations and best practices by subscribing to registrar’s list-serves, regularly reading higher education research and literature, and attending professional conferences.Remain well informed of graduate and professional studies registrar’s office daily practices and procedures according to the academic lifecycle; evaluate and initiate changes to practice / procedure as needed.Collaborate with the undergraduate registrar’s office to ensure congruency of services and priorities for our constituents. 14. Maintain the integrity of graduate student academic records by understanding information contained in various Student Information System modules and reports; correct or update student information in compliance with academic and federal regulations.Update student curriculum due to change of major / track / concentration.Update student addresses and other demographic information upon request.Coordinate with the School of Graduate and Professional Studies Enrollment Office to establish new student records, including account checks, advisor assignment, start term changes, cancels, etc.Process and distribute student withdrawals, medical leaves, and stop outs and communicate list of the same to campus community.Maintain student academic records in accordance with institutional record retention policies.Reconcile student status and registration in support of institutional census reporting. 15. Act on behalf of the Senior Associate Registrar for the School of Graduate and Professional Studies in his / her absence. 16. Contribute to the overall success of the Office of the Registrar by performing other duties as assigned. 17. Maintain consistent and reliable attendance.
