Assistant Registrar - Data Specialist

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

Benefits offered by this job

Health insurance

Dental plan

Vision plan

Retirement plan

Life insurance

Disability benefits

Education benefits

Paid time off

Job summary

Ivy Tech Community College of Indiana is hiring an Assistant Registrar - Data Specialist at the Indianapolis Campus. You will oversee processing functions, supervise staff, and prepare routine and confidential reports while engaging with students and campus partners.

The role requires a Bachelor’s degree, strong communication skills, and proficiency with student information systems and Microsoft Office. Regular hours and campus-based work are expected.

Qualifications

• Bachelor’s degree required.
• At least one year of college office experience.
• Knowledge of policies in higher education related to credit and grades.
• Excellent written and verbal communication skills.
• Ability to identify, research and report viable solutions.

Responsibilities

• Provide strong customer service and advocacy for students.
• Supervise processing functions and staff; train on Banner tasks.
• Coordinate with Chairs on course equivalencies and enrollment activities.
• Maintain confidential student files and respond to inquiries.
• Assist admissions processing during peak periods and special projects.

Skills

Customer service

Communication skills

Problem solving

Attention to detail

Microsoft Office

SIS knowledge

Education

Bachelor’s degree

Tools

Banner

U.Achieve

Job description

Job Title: Assistant Registrar - Data Specialist
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:

Ivy Tech is Indiana’s community college and workforce engine, delivering: high-quality learning experiences that propel Indiana’s communities, measurable economic return, excellence in teaching, and industry-aligned credentials of value, empowering every learner to achieve lifelong success.

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 processing. 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.

***RESUME AND COVER LETTER REQUIRED FOR CONSIDERATION***

Key Responsibilities:

The following is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

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. 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 with 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.

Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and which every individual feels respected and valued. 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 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 TitleIX 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 TitleIX may be referred to the College’s TitleIX 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‑made 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