Assistant Registrar and DSO

California Miramar University; San Diego (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

California Miramar University in San Diego is seeking a Student Records Coordinator to manage student records, transcripts, and compliance reporting. This role also supports international students and serves as a Designated School Official (DSO).

The ideal candidate will have an associate degree and 1-2 years of relevant experience, along with proficiency in systems like Anthology Student. Strong communication and organizational skills are essential for this position, which operates on-site at our San Diego campus.

Qualifications

• 1–2 years of experience in higher education or student records management.
• Experience with a Student Information System strongly preferred.
• Familiarity with FERPA and handling of confidential student records.

Responsibilities

• Maintain accurate student records in Anthology Student (CVue).
• Process transcript requests and enrollment verifications.
• Support the full registration cycle including attendance tracking.

Skills

Communication skills

Organizational skills

Attention to detail

Proficiency in Microsoft Office

Education

Associate degree or higher

Tools

Anthology Student (CVue)

Banner

PeopleSoft

Job description

California Miramar University (CalMU) is a nationally accredited institution specializing in affordable, flexible degree programs in Business and Technology, including Associate, Bachelor's, and Master's degrees. CalMU offers online and hybrid learning options to support diverse learning needs. The university emphasizes real-world applications, career readiness, and a supportive community of learners from many backgrounds.

Position Summary

The Student Records Coordinator is the front-line owner of student records, transcripts, registration support, compliance reporting, and international student services at our San Diego campus. The role also serves as a Designated School Official (DSO).

Key Responsibilities

• Student records management — Maintain accurate records in Anthology Student (CVue); process enrollment, program, and personal-data changes; scan and archive files per retention policy; audit for data integrity.
• Transcripts, verifications, and graduation — Process transcript requests, enrollment verifications, letters of good standing, and degree confirmations in compliance with FERPA. Support degree audits and graduation clearance, including diploma orders.
• Registration and enrollment — Support the full registration cycle (adds/drops, withdrawals, term activations, schedule changes). Track attendance and status changes. Assist with academic calendar planning.
• Compliance and reporting — Prepare and compile data for IPEDS, VA, SEVIS, state, and accreditation submissions. Ensure all actions comply with FERPA and institutional policy.
• International student support and DSO — Review international applications, maintain SEVIS records, issue I-20s, report status changes to DHS within required timeframes, and advise F-1 students on visa compliance.
• Cross-functional liaison — Serve as the front-line resource between students, academic departments, the Registrar, and Admissions. Coordinate course catalog updates and room scheduling each session.

Must-Have Qualifications

• Associate degree or higher (any field)
• 1–2 years of experience in higher education, a registrar’s office, admissions/enrollment, or student records management
• Experience with a Student Information System — Anthology Student (CVue) strongly preferred; Banner, Colleague, PeopleSoft, Jenzabar, or Workday Student also acceptable
• Familiarity with FERPA and confidential handling of student records
• Strong written and verbal communication — this role drafts verifications, advises students, and represents the institution in writing
• Strong organizational skills and attention to detail for high-accuracy data work
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to work on-site at our San Diego campus for the full posted schedule: 10:00am-6:30pm

Strongly Preferred

• Prior experience as a Designated School Official (DSO) maintaining SEVIS records and issuing I-20s
• Experience preparing institutional reports (IPEDS, VA enrollment certifications, SEVIS, state, or accreditation submissions)
• Experience supporting transcripts, verifications, degree audits, and graduation clearance
• Experience advising international students on F-1 visa compliance