Assistant Registrar

Iowa Central Community College; Fort Dodge (IA); On-site; USD 42,000 - 64,000; Full time

Job summary

Iowa Central Community College is seeking a dedicated Records Office professional to maintain and protect student academic records and support daily operations of the Student Records Office in Fort Dodge, IA. You will coordinate transcripts, ensure accurate data entry, and generate enrollment and institutional research reports.

Responsibilities include training staff on procedures, FERPA compliance, and maintaining confidentiality.

Qualifications

• Bachelor's degree required.
• Experience in student records or related higher education field preferred.
• Ability to maintain confidentiality and comply with FERPA and related requirements.

Responsibilities

• Coordinate transcript and academic credit processes.
• Oversee accurate entry and maintenance of enrollment and credit data.
• Generate enrollment and institutional research reports.
• Assist with training and support related to the student information system and FERPA.
• Train and assist employees in understanding procedures and FERPA requirements.
• Process incomplete grades and related record updates.
• Protect the confidentiality, accuracy, and integrity of student records.

Skills

Communication

FERPA knowledge

Attention to detail

Training capacity

Education

Bachelor's degree

Tools

Student Information System

Reporting tools

Job description

Responsible for the accurate processing, maintenance, and protection of student academic records while supporting the daily operations of the Student Records Office. Coordinate transcript and academic credit processes, oversee the accurate entry of enrollment and credit data, and generate enrollment and institutional research reports.

Work with Student Records staff to assist with training and support related to office procedures, the student information system, and the Family Educational Rights and Privacy Act (FERPA). Troubleshoot system and process issues and recommend improvements that increase accuracy, efficiency, accessibility, and ease of use for students and employees.

Constant (67–100%)

• Support the Registrar in coordinating secretarial staff and provides guidance on procedures, workflow and administrative matters.
• Train and assist employees in understanding and complying with FERPA requirements and established student records procedures.
• Coordinate and verify the accurate entry and maintenance of student enrollments, course additions, course drops, withdrawals, and other registration changes.
• Ensure the accuracy and timely completion of enrollment and degree verifications.
• Generate enrollment reports, class rosters, and other reports from the student information system.
• Oversee the accurate and timely processing of outgoing transcripts.
• Process incomplete grades, grade changes, and related academic record updates.
• Assist students with the evaluation and application of military education and training credit and provide records-related support for veterans’ benefit processes.
• Evaluate transcripts and other documentation to determine and award transfer credit in accordance with College policies and established guidelines.
• Protect the confidentiality, accuracy, and integrity of student information and academic records.

Frequent (34–66%)

• Assist with planning and coordinating commencement ceremonies, including logistics, communications, timelines, event materials, and day-of-event operations.
• Maintain, monitor, and evaluate graduation degree audits to support the accurate and timely review of degree and credential requirements.
• Prepare and issue certificates, diplomas, and other academic credentials for credit programs.
• Respond to questions from students, employees, and outside organizations regarding academic records, transcripts, enrollment, graduation, and related processes.
• Provide ongoing training and support to employees using the student information system and related records processes.

Occasional (10–33%)

• Review Student Records operations and recommend improvements that increase accuracy, consistency, efficiency, and service.
• Develop and maintain coordinated recordkeeping processes for credit and noncredit students.
• Participate in system testing, process documentation, and implementation of updates affecting student records.
• Perform other duties as assigned.

Performance Expectations

1. Represent Iowa Central Community College professionally and positively when interacting with prospective, current, and former students; employees; vendors; partner organizations; and members of the community.
2. Assess the operational and service needs of the Student Records Office and make appropriate recommendations for process, policy, and system improvements.
3. Demonstrate strong organizational, planning, and coordination skills while managing multiple responsibilities, priorities, and deadlines.
4. Communicate effectively, respectfully, and courteously with students, employees, and members of the public.
5. Demonstrate proficiency with student information systems, databases, data entry, word processing, reporting tools, and other standard office technology.
6. Maintain a thorough working knowledge of office practices, records‑management procedures, customer‑service standards, telephone practices, and office equipment.
7. Complete work accurately and efficiently in an environment involving frequent interruptions and changing priorities.
8. Work effectively under pressure and meet time‑sensitive reporting, registration, transcript, graduation, and records‑processing deadlines.
9. Work respectfully and effectively with individuals from diverse backgrounds, experiences, and perspectives.
10. Exercise initiative, accountability, sound judgment, and appropriate discretion when addressing problems and making decisions.
11. Maintain the confidentiality, security, accuracy, and integrity of student records in compliance with FERPA, College policies, and applicable legal requirements.
12. Demonstrate commitment to the Student Records Office and the mission, values, and operational needs of the College.
13. Adapt productively to changes in technology, procedures, regulations, staffing, and institutional priorities.

Minimum Qualifications:

A bachelor’s degree from an accredited institution is required.

Experience in student records, registration, or a related higher education field, including use of a student information system, is preferred.

Must demonstrate the ability to maintain confidentiality and comply with FERPA and other applicable requirements governing student information.

General Physical Activities, With or Without Reasonable Accommodation

This position requires:

• Constantly (67–100%): communicating by telephone, electronically, and in person; sitting; viewing information on screens and documents; and performing repetitive motions while using computer equipment.
• Frequently (34–66%): standing, walking, reaching, and moving between work areas.
• Occasionally (10–33%): filing and lifting, carrying, pushing, or pulling materials weighing up to 25 pounds.

The statements contained in this job description describe the general nature of the position, its essential responsibilities, and expected performance standards. They are not intended to represent a complete or exhaustive list of all duties, responsibilities, or requirements. The employee may be assigned other duties consistent with the position and the operational needs of the College.