Administrative Specialist - Registrar

North Central Texas College; Gainesville (TX); Hybrid; USD 33,000 - 40,000; Full time

Job summary

North Central Texas College in Gainesville, TX, seeks an Administrative Specialist – Registrar to manage student records, transfer credit evaluation, and registrar operations. You will ensure accurate academic records, process record updates, and support students, faculty, and staff while applying college policies.

The role requires an associate’s degree or two-year certificate and at least one year of administrative support experience.

Qualifications

• Associate’s degree or two-year technical certificate required.
• One year of administrative support or related experience.
• Knowledge of school and federal policies.
• Strong customer service and communication skills.
• Ability to learn and utilize student information systems.

Responsibilities

• Monitor transcript processing to ensure timely fulfillment and resolve issues.
• Audit and update transcripts during system conversion to ensure data accuracy.
• Evaluate and articulate transfer credit, including military coursework, for degree requirements.
• Process add/drop, withdrawals, grade changes, residency changes, and other student requests.
• Assist students, faculty and staff by email, text, and phone; manage inquiries about graduation and credit transfer.
• Process grade change requests submitted by faculty for accuracy.

Skills

Policy knowledge

Customer service

Attention to detail

Policy interpretation

SIS proficiency

Education

Associate’s degree or two-year certificate

Job description

Please see Special Instructions for more details.

Subject to criminal background check. Resume, cover letter, and unofficial transcripts are required in addition to application. Salary is $36,809. This position is located on our Gainesville campus.

North Central Texas College (“NCTC”) is an equal opportunity employer. NCTC does not discriminate on the basis of race, color, religion, sex or gender, national origin, disability, age, genetics, equal pay, or any other legally protected characteristic. NCTC prohibits harassment on the basis of a legally protected characteristic and/or retaliation for reporting a complaint.

Posting Number 9002113

Title Administrative Specialist - Registrar

Position Type Full-Time

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.

Required Education

Associate’s degree or two-year technical certificate

Required Skills & Abilities

• Knowledge of school and federal policies.
• Strong customer service and communication skills.
• Attention to detail and accuracy in maintaining student records.
• Ability to interpret and apply policies and procedures to student record scenarios.
• Ability to learn and utilize student information systems and related technology.

Preferred Skills & Abilities

Required Experience

One (1) year of experience in administrative support, customer services, or related field.

Preferred Experience

1-2 years of Admissions or Registrar’s Office experience preferred.

Posting Date 07/22/2026

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?
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• North Central Texas College provides a referral program to our employees. If an NCTC employee referred you to this position, please provide their FULL NAME below.

  (Open Ended Question)

Application Documents

Required Documents

• Resume
• Cover Letter
• Unofficial Transcript

Optional Documents