Registrar

Posting 2/12/2025-2/28/2025

Pierpont Community & Technical College

     Job Description                

JOB TITLE:   Registrar

AGENCY:       Pierpont Community & Technical College                                

WORK LOCATION:  Pierpont Advanced Technology Center, 500 Galliher Drive Fairmont, West Virginia 26554

REPORTS TO:           AVP, Student Services

FLSA Status:       Exempt

Employee Category:    Nonclassified     

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GENERAL JOB SUMMARY:

The Registrar at Pierpont Community & Technical College is responsible for overseeing all aspects of student registration, academic records, transcript evaluation, and enrollment management. This role ensures compliance with institutional policies, state and federal regulations, and accreditation requirements. The Registrar works collaboratively with faculty, staff, and administration to support student success and maintain the integrity of academic records.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Maintains the integrity and security of all student academic records, transcripts, and related documentation

·         Maintains student academic records in compliance with institutional, state, and federal laws and regulations. Ensures compliance with the Family Educational Rights and Privacy Act (FERPA) and other relevant regulations

·         Develops and implements records retention policies

·         Certifies student enrollment status for various purposes including financial aid and veterans' benefits

·         Develops and implements policies and procedures for registration, grading, transcripts, degree audits, and graduation as well as the posting of transfer credits and compliance with Credit for Prior Learning policies.

·         Produces related reports including IPEDS, WVHEPC, and others required or upon request.

·         Supervises staff within the Registrar’s Office, providing leadership and professional development opportunities.

·         Collaborates with academic departments, admissions, financial aid, and student services to support student retention and success initiatives.

·         Oversees the implementation and maintenance of student information systems and other relevant technology.

·         Manages the course scheduling and catalog production processes in coordination with academic departments.

·         Provides data analysis and reporting for enrollment trends, graduation rates, and other institutional needs.

·         Serves as a resource for students, faculty, and staff on academic policies and procedures.

·         Participates in institutional committees and contribute to strategic planning efforts.

·         Coordinates course registration processes each semester.

·         Manages add/drop procedures and withdrawal policies.

·         Works with academic departments to optimize course scheduling.

·         Oversees degree audit systems and graduation requirements.

·         Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There may be other duties as assigned.

MINIMUM QUALIFICATIONS:

·         Strong knowledge of student information systems such as Banner and other database management.

·         Familiarity with accreditation standards, state and federal regulations, and best practices in enrollment management.

·         Excellent leadership, organizational, and problem-solving skills.

·         Strong interpersonal and communication skills with a commitment to customer service.

·         Ability to work collaboratively with diverse stakeholders.

EDUCATION AND EXPERIENCE:

·         Bachelor’s degree in related field required; Master’s degree in higher education administration, student affairs, or a related field preferred.

·         Minimum of 3-5 years of experience in a registrar’s office or related area in higher education.

·         An equivalent combination of education and experience is acceptable.

PHYSICAL REQUIREMENTS:

·         Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, the ability to enter data and written communications in electronic format in a timely manner, and sufficient mobility to be present and address students, their parents, and fellow professionals at appropriate college and regional functions.

·         Moderate physical activity. Requires handling of average-weight objects up to 15 pounds; standing, siting and/or walking for brief to long periods

 DISCLAIMER:

This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor.  Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.