Assistant Registrar, Registrar Services

Vcu Rrtc; Richmond (VA); Hybrid; USD 59,000 - 72,000; Full time

Job summary

VCU is seeking an Assistant Registrar for Registrar Services to lead frontline processes, ensuring accurate and timely handling of records, transcripts, and enrollment information. You will support information delivery to students, parents, staff, and the public while maintaining compliance with university policies.

You will manage daily operations, coordinate staff, and participate in hiring, while collaborating with academic units and student services to sustain high service standards in a

Qualifications

• Ability to apply federal and state privacy guidelines to registrar processes.
• Notary Public commission required or obtainable.
• Strong communication and customer service skills with the public and staff.
• Proficiency in PC applications and office software.

Responsibilities

• Supervise daily academic record operations including transcript requests.
• Oversee Registrar Services staff to ensure timely, accurate processes.
• Coordinate staff schedules to ensure coverage and service levels.
• Assist in hiring and onboarding of new staff.
• Maintain forms and correspondence per retention policies.
• Process transcript and diploma payments received by mail daily.
• Collaborate with student services and registrar units on records tasks.

Skills

Privacy rights guidelines

Notary Public commission

Communication

PC applications

Education

Bachelor’s degree

University registrar experience

Experience in large university setting

Tools

Banner Student Information System

Job description

Duties & Responsibilities:

The Assistant Registrar for Registrar Services oversees the frontline service related processes in the department, ensuring all tasks are completed accurately and in a timely manner according to university policies and procedures. They provide students, parents, university employees, and the public with essential information about records, registration, general enrollment, and other university-related matters. As a key member of the Office of the University Registrar management team, they collaborate on initiatives and decisions to improve departmental operations. The role emphasizes delivering exceptional customer service, ensuring that all individuals receive knowledgeable, courteous, prompt, consistent, and professional assistance.

Core Responsibilities:

Manages Registrar Services (60%):

• Supervises the daily operations of the academic record process, including the completion of transcript and certification requests.

• Supervises the Registrar Services Coordinator and Registrar Services Assistants to ensure processes are completed in a timely and efficient manner to meet customer satisfaction.

• Coordinates the work schedules of staff to ensure adequate coverage of the area.

• Assists in resolving problems with the overflow of requests during peak periods.

• Ensures forms and letters are filed in an easily retrievable manner and maintained according to records retention policies.

• Assists in the hiring of new staff for the office.

• Supervises communication processes, ensuring phone lines are operational and answered promptly. Ensures that voice messages are retrieved and return calls are made in a timely manner.

• Ensures that office mail is picked up and delivered in a timely manner.

• Ensures that transcript and diploma payments received by mail are processed daily.

• Coordinates with the student services areas within the academic units on the MCV campus and processes registrar functions as needed, including student registration and records maintenance.

Records maintenance (20%):

• Updates student records to reflect changes such as corrections to SSN, grade exclusion options, administrative holds, deceased students, FERPA/privacy notations, grade changes, honor policy violations, and graduate suspensions.

• Accurately enters data to ensure all applicable deadlines are met and all relevant offices are notified, following established policies and procedures. Performance is measured by the frequency of errors on edit printouts or those reported by students and administrators.

• Processes all subpoena requests and consults with the legal office to ensure the requests are handled properly and in accordance with legal requirements.

• Notarizes diplomas and transcripts for apostille, ensuring that documents meet the necessary legal requirements for international verification and authentication.

Serves as a member of the Office of the University Registrar management team. (10%):

• Serves as a member of the Office of the University Registrar management team, providing input and suggestions for improvements and changes to the unit.

• Meets with deans, directors/associate directors, students, staff, and colleagues to resolve problems, gather knowledge, offer advice, make recommendations and ensure policies and procedures are effectively communicated and understood.

Performs other duties as assigned (10%):

• Assists with other Office of the University Registrar processes as needed, providing support in various areas to ensure smooth department operations.

Qualifications:

Minimum Qualifications

• Ability to understand and apply federal and state guidelines related to privacy rights.
• Ability to obtain a commission as a Virginia Notary Public
• Strong logical reasoning skills and the ability to maintain accurate records.
• Excellent oral and written communication skills.
• Ability to work well with the public and university administrators.
• Proficiency in PC applications required.
• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university
• University experience in registration.
• Experience in a large university setting performing registrar office duties.
• Banner Student Information System or similar experience.
• Knowledge of the National Student Clearinghouse enrollmentand degree verification processes.
• Exhibited knowledge of Family Educational Rights and Privacy Act (FERPA).

Salary Range

$65,000

Benefits

All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status

Exempt

Restricted Position

No

ORP Eligible

Yes

Flexible Work Arrangement

Hybrid

University Job Title

35911Y - Administrator SS 1

This job posting is scheduled to close on September 27, 2026 at 11:55pm.