What are the responsibilities and job description for the Assistant Registrar - Records position at Stephen F. Austin University?
This is a professional position responsible for maintaining the accuracy and integrity of student academic records and registration. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment. Reports to Associate Registrar.
Essential Job Functions
1. Serves as lead functional specialist for day-to-day student registration and academic records management business operations, administrative duties, and student support services. Acts as a resource person for area of responsibility.
2. Assists with introduction, management, modification, and upgrade of departmental student information and/or web utility systems, to include documenting and testing system changes.
3. Supports design, implementation, and update of measures, initiatives, policies, and procedures that ensure accuracy, integrity, privacy, and security of student records.
4. Makes recommendations to the associate registrar and registrar and subsequently implements new and/or updated departmental processes, policies, and procedures.
5. Works collaboratively with university academic administration and non-academic units on student support initiatives and represents the Registrar’s Office on university committees.
6. Interprets and applies applicable federal, state, and university rules and regulations.
7. Provides consultation and support assistance to students, faculty, staff, alumni and the general public.
8. Develops and maintains collaborative working relationships with academic and non-academic departments and completes documents for interdepartmental processes.
9. Supervises and trains assigned staff.
10. Compiles various special, quarterly, monthly, and ad hoc reports.
11. Understands and applies Family Educational Rights and Privacy Act (FERPA) as it relates to students’ privacy rights with student records.
12. Scans electronic images into imaging database, performing verification and linking imaged documents to student information system.
13. Reviews and updates student records in order to comply with federal financial aid enrollment requirements.
14. Updates program major and minor designations on student records and completes student record verifications.
15. Archives records in accordance with retention requirements.
16. Assists with commencement preparation.
Non-Essential Job Functions
1. Assists other positions within the Registrar’s office as needed.
2. Performs other related duties as assigned.
Required Knowledge, Skills, and Abilities
The individual must possess the following skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodations, using some other combination of skills and abilities.
1. Knowledge of, or the ability to learn, university and departmental policies and procedures.
1. Knowledge of, or the ability to learn, university and departmental policies and procedures.
2. Knowledge of, or the ability to learn, federal, state, and local regulations related to the area of responsibility.
3. Knowledge of records administration and maintenance techniques and procedures.
4. Skill in using computer applications including spreadsheet, database, and word processing software.
5. Skill in completing assignments accurately and with attention to detail.
6. Ability to assess individual student registration applicability towards degree requirements.
7. Ability to interpret complex documents and perform statistical analysis.
8. Ability to accurately prepare and maintain records, files, and reports.
9. Ability to communicate effectively in both oral and written form.
10. Ability to explain policies and procedures to students, faculty, staff, and the general public.
11. Ability to maintain effective interpersonal relationships.
12. Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.
13. Ability to set priorities and complete assignments on time.
14. Ability to learn office and university specific software.
15. Ability to work with and maintain confidential information.
16. Ability to train and supervise others.
Physical Demands Required Education
Completion of at least two years of college coursework or an Associate’s degree is required. Related experience may be substituted for required education on a basis set forth by the Department of Human Resources.
Required Experience and Training
Two years of related experience is required.
Preferred Qualifications
Bachelor’s degree is preferred. Experience with Banner ERP system is preferred.
Special Conditions for Eligibility
This is a security-sensitive position subject to criminal record check.
This is an IT-sensitive position subject to the Computer and Network Security policy.
Min Pay Rate Mid Pay Rate Salary Information Salary Grade - 10 Specific Job Requirements/Duties for this Posting Is Background Check Required? Yes Benefit and Retirement Eligibility
This is an IT-sensitive position subject to the Computer and Network Security policy.
This position is eligible for participation in the Teacher Retirement System of Texas (TRS) retirement plan, subject to the position being at least 20 hours per week and at least 135 days in length.
EEO Statement
Stephen F. Austin State University, an Equal Employment Opportunity and Affirmative Action Employer and Educator, is committed to excellence. All qualified applicants will receive consideration for employment without regard to sex, race, creed, color, age, national origin, religion or physical or mental disability as required by law. If, because of an impairment or disability, you need accommodation during any part of the employment process, please contact Human Resources at 936-468-2304.
Posting Detail Information
Posting Number
S2025-064
Candidates Eligible to Apply
Open to all qualified applicants
Number of Positions Available
1
Posted Date
04/21/2025
Review Start Date
05/01/2025
Close Date
Work Schedule
8:00 a.m. to 5:00 p.m. Monday through Friday - May be asked to work extended hours during peak times.
Open Until Filled
Yes
Special Instructions to Applicants
Desired start date is June 1, 2025.
Posting Quick Link
https://careers.sfasu.edu/postings/12881
Contact Information
Contact Name
Dora Luna
Contact Phone
(936)468-2050
Contact Email
dora.luna@sfasu.edu
Contact Information
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Which of the following best represents your education background?
- Completed High School Diploma or GED
- Completed some college
- Completed Associates Degree
- Completed Bachelor's Degree
- Completed Master's Degree
- Completed Doctoral Degree or ABD
- If you completed a college degree, please indicate your major field of study.
(Open Ended Question)
- * Which of the following best represents the number of years experience you possess relating to the job to which you are applying?
- Less than two years
- Two to three years
- Four to five years
- Six to seven years
- Eight to nine years
- Ten or more years
- * Describe your proficiency and experience with basic office software (word processing, email/ scheduling/contacts, web browser, spreadsheets, filing, etc.).
(Open Ended Question)
- * Do you have experience with database management and software?
- Yes
- No
- * Do you have experience working with confidential information?
- Yes
- No
- * Please describe any related experience, if any, with Banner and/or other institutional management systems.
(Open Ended Question)
Documents Needed To Apply
Required Documents
Optional Documents
- Resume
- Cover Letter
