Assistant Registrar

Location : Nashua

Job Type : Full-Time

Job Number : 202300111

Division : Academic Affairs

Department : Office of the Registrar

Opening Date : 01 / 16 / 2025

Description

Assist in Office of the Registrar's functions and operations to assure that systems and processes meet service expectations and goals for registration. To maintain accurate and reliable student records typically focusing on one or more University divisions. Provide information and support to students, parents, administration, faculty, alumni, and outside parties as needed.

Duties and Responsibilities

A. Registrar Operations :

1. Ensure Compliance and Confidentiality : Uphold the highest standards of confidentiality and compliance with the Family Educational Rights and Privacy Act (FERPA) in all aspects of student record management.

2. Supervise Work-Study Students : Provide guidance and training to work-study students on Colleague processes, including transcript requests, enrollment verification reports, and waitlist management, ensuring a smooth operation within the department.

3. Student Support : Assist students with a variety of requests, including transcript orders, registration, schedule changes, major / degree changes, status updates, and enrollment verifications for third parties (e.g., lenders, employers, credentialing agencies).

4. Credential and Transfer Credit Verification : Oversee the verification process for incoming credentials, including transfer credits and admissions documents for graduate and doctoral students. Support the graduation audit and degree conferral processes to ensure timely and accurate degree completion.

5. Diploma Management : Manage the ordering and distribution of diplomas, proactively checking for holds and ensuring the timely release of diplomas for eligible students.

6. Waitlist Management : Oversee the management of all waitlists in the Colleague system, ensuring accurate processing and timely updates for students and faculty.

7. Record Cleanup : Assist in the weekly record cleanup process to maintain accurate and up-to-date student information.

8. Data Entry & Information Retrieval : Perform various data entry tasks and retrieve information using the student records system to support daily operations and decision-making.

9. Training Documentation : Develop and update training documents and standard operating procedures (SOPs) based on insights gained from Colleague training sessions with consultants.

10. Office Administration : Process office purchase requests and work orders and contribute to general office responsibilities such as answering phones and assisting with other administrative tasks as needed.

11. Collaborate closely with Associate Registrars and University Registrar.

12. Position requires occasional evening and weekends, approximately 4-5 per year.

B. Institutional / Collaborative Operations :

1. Promote Effective Communication : Serve as a key liaison to ensure clear and effective communication between Rivier University faculty, staff, and students regarding academic policies, procedures, and important updates.

2. Support Commencement Activities : Assist in the planning and execution of Commencement activities, including ordering diplomas, ensuring accuracy in graduation lists for publication, and managing the post-commencement diploma awarding process.

3. Committee and Workgroup Participation : Actively engage in university committees and workgroups, contributing to initiatives and decisions that enhance the academic experience and operational efficiency at Rivier University.

Typical Qualifications

Bachelor's degree plus 2-3 years of relevant records administration experience in a higher education setting, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Strong attention to detail and organizational skills
• Excellent communication and interpersonal abilities, the ability to prioritize, problem-solve and complete large quantities of work while handling multiple tasks and to handle sensitive information and situations with tact and discretion.
• Proficiency in using student records systems (experience with Colleague is a plus).
• Ability to maintain confidentiality and adhere to FERPA guidelines.
• Familiarity with higher education organizational and academic policies desirable.
• A proactive and team-oriented mindset with a passion for higher education.

Preferred Qualifications

In addition to a competitive salary, Rivier University offers full-time employees a comprehensive benefits package which includes medical, dental and vision coverage, employer paid life and disability plans, retirement plan with employer match, Health Reimbursement Arrangement (HRA), Health Savings Account (HSA) with employer contribution, flexible spending accounts, paid time off, holidays, educational assistance benefits, employee assistance program (EAP) and a variety of additional discounts and services.

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