Administrative Specialist - Registrar

North Central Texas College; Gainesville (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

North Central Texas College is seeking an Administrative Specialist within the Registrar’s Office to support student records, transfer credit evaluation, and maintenance of accurate academic records.

The role involves processing add/drops, grade changes, FERPA authorizations, and responding to inquiries from students, faculty and staff while applying institutional policies to ensure compliance and data integrity.

Responsibilities

• Monitor transcript processing system to ensure transcripts are being fulfilled in a timely manner and resolve issues as needed.
• Audit and update transcripts from Poise to Jenzabar conversion to ensure data is accurate.
• Evaluate and articulate transfer credit, including military coursework and training, by analyzing course equivalencies, accreditation status, and institutional policies in order to ensure accurate application toward degree requirements.
• Process and document add/drops, course withdrawals, grade changes, residency changes and other student requests.
• Provide assistance to students, faculty and staff by email, text and phone. Organizes and responds to student emails through the departmental and personal inboxes to assist with questions related to graduation, transferability of credit, add/drop, withdrawals, and other Registrar-related questions.
• Process grade change requests submitted by faculty for students with incorrect or incomplete grades.
• Process and document FERPA (Family Educational Rights and Privacy Act) Authorizations requested by students to grant access to records for other individuals.
• Support Registrar with data cleanup that impacts state and federal reporting.
• Update student transcript records with credit by exam such as Advanced Placement (AP), College Level Exam Program ( CLEP ) exams, and International Baccalaureate (IB).
• Other duties as assigned. Responsibilities and duties may change based on the needs of the department and the institution.

Job description

Please see Special Instructions for more details.

Posting Number

Posting Number 9002113

Title

Title Administrative Specialist - Registrar

Position Type

Position Type Full-Time

Department

Department Registrar

Job Summary

Administrative Specialist, Registrar

This position serves as a key resource in student records and Registrar operations, responsible for evaluating transfer credit, processing student record updates, and ensuring accuracy of academic records. Provides support to students, faculty, and staff while applying institutional policies to resolve record-related inquiries.

Responsibilities and Duties:

• Monitor transcript processing system to ensure transcripts are being fulfilled in a timely manner and resolve issues as needed.
• Audit and update transcripts from Poise to Jenzabar conversion to ensure data is accurate.
• Evaluate and articulate transfer credit, including military coursework and training, by analyzing course equivalencies, accreditation status, and institutional policies in order to ensure accurate application toward degree requirements.
• Process and document add/drops, course withdrawals, grade changes, residency changes and other student requests.
• Provide assistance to students, faculty and staff by email, text and phone. Organizes and responds to student emails through the departmental and personal inboxes to assist with questions related to graduation, transferability of credit, add/drop, withdrawals, and other Registrar-related questions.
• Process grade change requests submitted by faculty for students with incorrect or incomplete grades.
• Process and document FERPA (Family Educational Rights and Privacy Act) Authorizations requested by students to grant access to records for other individuals.
• Support Registrar with data cleanup that impacts state and federal reporting.
• Update student transcript records with credit by exam such as Advanced Placement (AP), College Level Exam Program ( CLEP ) exams, and International Baccalaureate (IB).
• Other duties as assigned. Responsibilities and duties may change based on the needs of the department and the institution.