Assistant Registrar

Ivy Tech Community College of Indiana; Bloomington (IN); On-site; USD 42,000 - 46,000; Full time

Benefits offered by this job

Health plan

Dental plan

Vision plan

Retirement plan

Paid time off

Education benefits

Job summary

Ivy Tech Community College - Bloomington is seeking an Assistant Registrar to oversee daily operations, maintain accurate student records, and support graduation processes. You will collaborate with the Registrar and multiple departments to ensure timely processing of registrations and academic records, while resolving escalated issues with a focus on service quality.

The role requires strong organizational skills, attention to detail, and experience with student information systems.

Qualifications

• Bachelor's degree required.
• Minimum of two years of experience in student services, academic records, or related fields within higher education.
• Strong organizational and communication skills, with the ability to manage multiple tasks and prioritize effectively.
• Experience with student information systems and proficiency in data management.
• Demonstrated ability to provide excellent customer service and solve complex issues empathetically and professionally.
• Familiarity with FERPA and other relevant higher education regulations (preferred).

Responsibilities

• Maintain accurate student records, including registrations, program changes, and Credit for Prior Learning (CPL) credit.
• Conduct graduation audits, process course substitutions, and manage academic standing processes.
• Maintains and updates student records including adds, drops and withdrawals; processes grade changes
• Oversee the scanning and indexing of vital documents and ensure accurate transcript printing and distribution.
• Ensure compliance with FERPA and other regulations while safeguarding student data across multiple systems.
• Provides excellent customer service and a full range of support services to students, faculty, and staff, responding to inquiries and requests for information and assistance in a timely manner.
• Investigate and resolve escalated tickets regarding student records from the help desk and institutional website.
• Serve as liaison to K14 personnel with respect to student records.
• In the absence of the Registrar, make critical decisions and take authorized actions to resolve urgent matters.
• Maintain high customer service standards, fostering positive interactions with students, faculty, and staff.
• Provide guidance and training on institutional policies related to student enrollment, course management, grades, and graduation.
• Ensure that academic and operational processes comply with institutional, state, and federal regulations.
• Monitor enrollment data and collaborate with other departments to maintain consistency and policy adherence.
• Communicate policy updates and assist in interpreting complex guidelines for faculty, staff, and students.
• Assist with reviewing graduation applications and conducting degree audits to ensure students meet graduation requirements.
• Communicate with students, faculty, and staff regarding degree completion status and outstanding requirements.
• Help coordinate graduation ceremonies, manage student lists, and verify completion statuses.
• Contribute to the institution’s graduation metrics by ensuring timely and accurate completion processes.

Skills

Customer service

Communication

Attention to detail

Problem solving

Education

Bachelor's degree

Tools

Student information systems

Data management

Job description

Ivy Tech Community College - Bloomington is looking for an individual to join the Registrar's Office team as the Assistant Registrar. In this role, you will manage daily operations and ensure the accurate handling of student records and inquiries. Collaborating with the Registrar and various departments, you'll streamline registration, academic records, and graduation processes. Your responsibilities will include resolving escalated issues and monitoring policy adherence. We seek a detail-oriented, proactive team player dedicated to supporting student success.

Salary Range: $42,000 - $46,000

BASIC FUNCTION AND PURPOSE OF POSITION

As an Assistant Registrar, you will be a key member of the Registrar’s Office, responsible for overseeing day-to-day operations and ensuring accurate, timely handling of student records and inquiries. In this role, you will work closely with the Registrar and other departments to ensure seamless communication and efficient processing of registration, academic records, and graduation-related tasks. Your role will also involve investigating and resolving escalated issues, monitoring policy adherence, and providing excellent customer service to students, faculty, and staff. This position requires strong attention to detail, initiative, and collaboration to support student success and institutional goals.

KEY RESPONSIBILITIES

Data Integrity and Management

• Maintain accurate student records, including registrations, program changes, and Credit for Prior Learning (CPL) credit.
• Conduct graduation audits, process course substitutions, and manage academic standing processes.
• Maintains and updates student records including adds, drops and withdrawals; processes grade changes
• Oversee the scanning and indexing of vital documents and ensure accurate transcript printing and distribution.
• Ensure compliance with FERPA and other regulations while safeguarding student data across multiple systems.

Support and Customer Service

• Provides excellent customer service and a full range of support services to current and former students, as well as the general public, faculty, and staff, by responding to inquiries and requests for information and assistance related to student records in a timely and empathetic manner.
• Investigate and resolve escalated tickets regarding student records from the help desk and institutional website.
• Serve as liaison to K14 personnel with respect to student records.
• In the absence of the Registrar, make critical decisions and take authorized actions to resolve urgent matters.
• Maintain high customer service standards, fostering positive interactions with students, faculty, and staff.

Institutional Policy Support

• Provide guidance and training on institutional policies related to student enrollment, course management, grades, and graduation.
• Ensure that academic and operational processes comply with institutional, state, and federal regulations.
• Monitor enrollment data and collaborate with other departments to maintain consistency and policy adherence.
• Communicate policy updates and assist in interpreting complex guidelines for faculty, staff, and students.

Degree Completion

• Assist with reviewing graduation applications and conducting degree audits to ensure students meet graduation requirements.
• Communicate with students, faculty, and staff regarding degree completion status and outstanding requirements.
• Help coordinate graduation ceremonies, manage student lists, and verify completion statuses.
• Contribute to the institution’s graduation metrics by ensuring timely and accurate completion processes.

MINIMUM QUALIFICATIONS

• Bachelor’s degree.
• Minimum of two years of experience in student services, academic records, or related fields within higher education.
• Strong organizational and communication skills, with the ability to manage multiple tasks and prioritize effectively.
• Experience with student information systems and proficiency in data management.
• Demonstrated ability to provide excellent customer service and solve complex issues empathetically and professionally.

PREFERRED QUALIFICATIONS

• Experience in a Registrar’s Office or similar setting.
• Familiarity with enrollment management processes and graduation audits.
• Knowledge of FERPA and other relevant higher education regulations.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full‑time faculty and staff. Our comprehensive benefits package includes:

• Health & Wellness Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
• Dental plan with no-cost preventive services and coverage for orthodontia
• Vision plan with low-cost exams and allowances for glasses or contact lenses
• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
• Wellness program with opportunities to earn $250 in Wellness Rewards
• Flexible Spending Accounts for healthcare (limited purpose) and dependent care
• Retirement & Financial Security 10% employer retirement contribution, fully vested after two years
• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
• Short-term and long-term disability benefits
• Educational Benefits Fee remission for employees, spouses, and dependent children
• Tuition assistance for undergraduate, graduate, and doctoral programs
• Paid professional development opportunities
• Work-Life Balance Generous paid time off, including vacation, sick leave, holidays, and winter recess
• Flexible work arrangements where available
• Paid childbirth recovery leave (8 weeks)
• Paid parental leave (4 weeks)
• Additional Perks Eligibility for Public Service Loan Forgiveness
• Additional discounts on gym memberships, transportation, and various retail services

Ivy Tech is proud to offer benefits that support your health, your family, and your future because when our employees thrive, our students and communities thrive too.

For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.

Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.

At Ivy Tech, you’ll be part of something bigger, where collaboration fuels innovation, learning is a shared journey, and meaningful goals become life-changing achievements.

As Indiana’s only full‑fledged community college, we’re deeply rooted in our mission to empower students, strengthen communities, and support one another every step of the way. No matter your role, you’ll be valued, supported, and inspired because here, people come first. Our faculty and staff are united by purpose, driven by passion, and proud of the difference we make together. Join a team where your work matters. Discover your potential. Make your impact.

Ivy Tech is the largest singly accredited community college system in the nation. Providing education across Indiana, we motivate and inspire students as they pursue their futures. To achieve this, it takes a community of over 6,500 employees in 75 locations. Competitive benefits and professional development programs The most advanced technologies in our classrooms and training facilities Collaborative and innovative culture with a focus on creativity and employee belonging Commitment to adapting to meet Indiana's workforce needs and fostering a sustainable, inclusive workplace