Academic Records & Graduation Coordinator

HCI College; Texas; On-site; USD 50,000 - 55,000; Full time

Job summary

HCI College is seeking a Registrar in West Palm Beach, FL to manage academic records, graduation processing, and confidential files. This role ensures accuracy and compliance with accreditation and FERPA requirements while supporting students, faculty and staff.

The Registrar works with Nexus/Campus Vue, enters grades, tracks attendance, processes transcripts, and coordinates with other departments to maintain auditable records for audits and accreditation.

Qualifications

• Experience with complex data systems in higher education (preferred).
• Knowledge of FERPA and student privacy regulations.
• Proficient with office software and campus systems (e.g., Nexus/Campus Vue).
• Strong ethics and commitment to confidentiality.

Responsibilities

• Registering new students and maintaining accurate academic records.
• Posting final grades and handling degree related processes.
• Managing transcripts, enrollment documentation, and attendance data.
• Collaborating with faculty and staff to resolve student issues.

Skills

Computer literacy

Customer service

Ethical standards

Education

High School Diploma/GED

Associate’s degree or higher

Job description

Position Summary:

The Registrar is responsible for all academic record keeping including compilations, maintenance and tracking for student academic records. This comprises internal and external uses, maintenance of all students’ files including new, current, graduate, dropped and canceled students. The Registrar is also accountable for tasks, communication, and procedures for all graduation verification and processing. This position is required to work in a fast-paced environment while independently managing multiple tasks and projects with competing priorities and deadlines. All duties must be conducted in accordance with the mission, vision and core values of HCI; serving and assisting in a positive and professional manner for students, faculty and staff in the areas of customer service, respect, communication, collaboration and excellence. The Registrar must be able to demonstrate a sensitivity to the needs of students, faculty and staff as well as demonstrate commitment to HCI’s comprehensive learning programs. The Registrar works directly with faculty and staff to troubleshoot and resolve attendance issues. The Registrar is also responsible for ensuring the integrity, accuracy, confidentiality and maintenance of student records in compliance with all federal, state and accreditation regulations and should be able to respond to all inquiries expected in an audit or accreditation process.

• Registering new students.
• Application maintenance and file coding.
• Degree audit review.
• Diploma ordering and processing.
• Major/minor/concentration changes and other processes associated with degree completion/clearance.
• Administrative matriculation of all new students.
• Maintains and updates academic records and files for new, current and former students. Assures the integrity of files, folders, transcripts, grades, grade reports, and enrollment documentation for all students, entering grades and all pertinent student information into NEXUS.
• Posts evaluated, nontraditional and transfer credit to students' records, including special titles and messages to permanent records and processes grade changes and tuition rebate requests.
• Assesses and revises academic status for accuracy, performs clerical and receptionist duties involving proper handling of phone calls.
• Researches, analyzes, and resolves student disputes as they relate to transfer credit, evaluations and graduation applications.
• Enters and tracks all student attendance, reviewing accuracy immediately following class completion and aggressively tracks late grades.
• Assists in processing student leaves of absence and withdrawals.
• Verifies and records transcripts received for prospective students.
• Determines when an applicant file is ready for evaluation. Enters applicant records into the learner database after the enrollment is approved by the Systems’ Registrar.
• Manages all course registrations for current students and records all extensions.
• Responsible for the accurate and punctual posting of final grades for courses at the end of each term.
• Works cooperatively with other administrative departments and cohorts.
• Regular and reliable attendance.
• Comply with all governmental regulations and standards of accreditation.
• Perform other duties and responsibilities as assigned.
  
  

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Registrar

West Palm Beach, FL

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Description

Position Summary:

The Registrar is responsible for all academic record keeping including compilations, maintenance and tracking for student academic records. This comprises internal and external uses, maintenance of all students’ files including new, current, graduate, dropped and canceled students. The Registrar is also accountable for tasks, communication, and procedures for all graduation verification and processing. This position is required to work in a fast-paced environment while independently managing multiple tasks and projects with competing priorities and deadlines. All duties must be conducted in accordance with the mission, vision and core values of HCI; serving and assisting in a positive and professional manner for students, faculty and staff in the areas of customer service, respect, communication, collaboration and excellence. The Registrar must be able to demonstrate a sensitivity to the needs of students, faculty and staff as well as demonstrate commitment to HCI’s comprehensive learning programs. The Registrar works directly with faculty and staff to troubleshoot and resolve attendance issues. The Registrar is also responsible for ensuring the integrity, accuracy, confidentiality and maintenance of student records in compliance with all federal, state and accreditation regulations and should be able to respond to all inquiries expected in an audit or accreditation process.

Essential Duties And Responsibilities

• Registering new students.
• Application maintenance and file coding.
• Degree audit review.
• Diploma ordering and processing.
• Major/minor/concentration changes and other processes associated with degree completion/clearance.
• Administrative matriculation of all new students.
• Maintains and updates academic records and files for new, current and former students. Assures the integrity of files, folders, transcripts, grades, grade reports, and enrollment documentation for all students, entering grades and all pertinent student information into NEXUS.
• Posts evaluated, nontraditional and transfer credit to students' records, including special titles and messages to permanent records and processes grade changes and tuition rebate requests.
• Assesses and revises academic status for accuracy, performs clerical and receptionist duties involving proper handling of phone calls.
• Researches, analyzes, and resolves student disputes as they relate to transfer credit, evaluations and graduation applications.
• Enters and tracks all student attendance, reviewing accuracy immediately following class completion and aggressively tracks late grades.
• Assists in processing student leaves of absence and withdrawals.
• Verifies and records transcripts received for prospective students.
• Determines when an applicant file is ready for evaluation. Enters applicant records into the learner database after the enrollment is approved by the Systems’ Registrar.
• Manages all course registrations for current students and records all extensions.
• Responsible for the accurate and punctual posting of final grades for courses at the end of each term.
• Works cooperatively with other administrative departments and cohorts.
• Regular and reliable attendance.
• Comply with all governmental regulations and standards of accreditation.
• Perform other duties and responsibilities as assigned.
  
  

Requirements

Skills and Qualifications:

• Computer literacy skills including functional knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams, Outlook, etc.) and Campus Vue/Nexus.
• Excellent customer service skills.
• A willingness to follow high ethical standards.
  
  

Education/Experience

• High School Diploma/GED (Required)
• Associate’s degree or higher from an accredited college or university or equivalent (Preferred)
• Experience working with complex data systems in a higher education setting (Preferred)
• Knowledge of FERPA (Preferred)
  
  

Salary Description

50k-55k

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