Assistant Registrar - Admissions Processing

Ivy Tech Community College; Indianapolis (IN); On-site; USD 48,000 - 50,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Tuition assistance

Retirement plan

Job summary

Ivy Tech Community College in Indianapolis is seeking an Assistant Registrar - Admissions Processing to oversee the admissions processing functions and staff, including guest students, Ivy Connect, and transcripts. You will compose and edit reports and support regional enrollment needs.

Responsibilities include supervising processing teams, training staff on Banner tasks, ensuring data integrity in student records, and coordinating with academic units to ensure accurate transfer information.

Qualifications

• Bachelor’s degree.
• At least one year of experience in a college setting.
• Knowledge of or the ability to learn policies and practices in higher education relating to credits, degrees, course structure and grading.
• Excellent written and verbal communication skills.
• Ability to identify, research and report viable options for problem resolution.
• Ability to expedite processing, track and verify processes and follow up without supervision.
• Ability to set priorities, manage time, handle multiple responsibilities, and work with a diverse population.
• Strong customer service orientation.
• Strong organizational skills and attention to detail.
• Ability to handle difficult situations and work under stress.
• Excellent working knowledge of Word, Excel, and databases and the student information system.

Responsibilities

• Provide strong customer service and student advocacy with a positive, proactive approach.
• Act as liaison to staff, faculty and administration outside the Registrar’s Office.
• Lead an inclusive environment for all students, staff and partners.
• Supervise the processing team and all processing functions.
• Process High School Transcripts and Guest Student applications/reports.
• Train staff on Banner tasks and applicable policies.
• Support the student information system knowledge base and data integrity.
• Coordinate with Transfer Center and Academic Affairs for accurate information.

Skills

Excellent written and verbal comms

Strong customer service

Strong organizational skills

Problem solving

Time management

Education

Bachelor’s degree

Bachelor’s degree in Business, Public Administration or Higher Education

Tools

Banner

U.Achieve

Microsoft Word

Microsoft Excel

Database software

Job description

Job Title: Assistant Registrar - Admissions Processing
Location: Indianapolis Campus
Job Type: Full-time
Classification: E-1
Salary Range: $48,000 - $50,000/annually (based on experience)
Reports To: Registrar

Who We Are:

We are an open-access college that fuels Indiana’s economy through excellence in teaching and proactive engagement with industry and community partners, embedded in a culture of innovation that empowers all students to learn and succeed. We are “higher education at the speed of life!”

Our Values:

• Empathy: We lead with care and connectivity, ensuring we meet our students where they are.
• Integrity: We act responsibly and ethically in the best interest of our students, employees, partners, institution, and the State.
• Agility: We move with purpose and adapt to the evolving needs of our students, employers, and the State.
• Impact: We exist to change lives through quality education. Our work strengthens individuals, families, communities, and the future of Indiana.

About the Role:

This position is responsible for overseeing the processing functions of the office. In addition, this position oversees those employees directly involved with Admissions processing. Admissions processes that include Admissions functions such as guest students, Ivy Connect, and high school transcripts. This position interacts positively with potential and current students and other customers from within and outside the College.

This position is responsible for composing, preparing, analyzing, and editing reports, correspondence, and material of both a general and confidential nature as needed by the college. In addition, this position is also expected to support outlying Central Indiana Region sites express enrollment needs

Key Responsibilities:

• Customer Service

  • Provide strong customer service and/or student advocacy as demonstrated through a positive attitude of approachability, adaptability, strong problem solving and desire to identify and support student success.
  • Act as a liaison to staff/faculty/administration outside of the Office of the Registrar.
  • Engage in behaviors that create an inclusive environment in which all people are valued and supported.
  • Does not stop with the first or the easiest answer to a customer, but gets to the root cause of the problem, question, or issue to solve it quickly and professionally as possible.

• Administrative

  • Supervise the processing team and all processing functions.
  • Process High School Transcripts.
  • Process Guest Student applications and Guest Student reports.
  • Train staff (new and continuing) on Banner tasks.
  • Utilize knowledge of accepted policies and practices in higher education relating to processing functions.
  • Possess knowledge of accreditation requirements and policies concerning accreditation and transfer work.
  • Conduct registration, change of enrollment/information and other student related enrollment activities to cover front line during busy periods.
  • Maintain regular contact with School and Program Chairs concerning course equivalencies.
  • Determine daily priorities and anticipated workload.
  • Respond to inquiries from students, faculty, staff, and the general public.
  • Maintain and search student confidential files for accuracy and completeness.
  • Triage/referral to identify and resolve issues.

• Leadership and Student Support

  • Supervise and provide direct support and guidance for data entry to other staff, faculty and departments.
  • Provide ongoing overall troubleshooting with internal and external customers to maximize customer service.
  • Provide training and assistance, as needed, on student information system.
  • Work closely with the Transfer Center and Academic Affairs to ensure accurate information is being used to assist students.
  • Define, understand and use student information system as necessary.
  • Process information that is confidential in nature.
  • Respond to internal requests of processes and clarification of data entered.
  • Understand and use U.Achieve.
  • Be able to train faculty and staff to use U.Achieve for advising purposes.
  • Scan, verify, and index student record documents in less busy work periods.
  • Assist with admissions processing (regular admissions applications, guest student applications, high school and college assessment waivers, etc.), particularly during peak times for the various processes included.
  • Assist with any Student Affairs projects (either inside or outside of the Registrar’s Office) in which additional assistance is needed.

Education & Experience:

Minimum Qualifications

• Bachelor’s degree.
• At least one year of experience in a college setting.
• Knowledge of or the ability to learn accepted policies and practices in higher education relating to granting credit and degrees, course structure, and grading practices.
• Excellent written and verbal communication skills.
• Ability to identify, research and report viable options for problem resolution.
• Ability to expedite processing, track and verify processes and follow up without direct supervision.
• Ability to set priorities, manage time effectively, handle multiple responsibilities simultaneously, and demonstrate the ability to work with a diverse student, faculty, and staff population.
• Strong customer service orientation.
• Strong organizational skills and attention to detail.
• Ability to handle difficult situations and work effectively under stress.
• Excellent working knowledge of Microsoft word processing, spreadsheet, and database software and the student information system.

Preferred Qualifications

• Proficiency in a data retrieval tool.
• Bachelor’s degree in Business, Public Administration or Higher Education.
• Prior work experience in a Registrar’s Office.

Additional Requirements:

• Must be available to work between the hours of:
• 8:00 a.m. – 5:00 p.m. (Monday – Friday)
• 9:00 a.m. – 3:00 p.m. (Saturday) - 4 times a year

Why Join Us?

• Opportunity to work on innovative and impactful projects.
• Collaborate with a team of skilled professionals.
• Competitive compensation and benefits package.
• Continuous learning and development opportunities.

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.