Assistant Registrar, Registrar Services

Virginia Commonwealth University; Richmond (VA); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work arrangement

Tuition benefits

Health benefits

Career development opportunities

Job summary

Virginia Commonwealth University is seeking an Assistant Registrar for Registrar Services to oversee frontline processes, ensuring accuracy and timeliness in accordance with university policies. The role focuses on delivering exceptional customer service to students, parents, staff, and the public.

As a key member of the Office of the University Registrar management team, you will supervise staff, manage schedules, and coordinate cross-unit activities to improve operations and service quality.

Qualifications

• Understanding and applying federal and state privacy guidelines.
• Excellent oral and written communication skills.
• Proficient with PC applications.
• Experience working with public, faculty, staff, and students.
• Willingness to obtain Virginia notary public commission.

Responsibilities

• Oversee daily Registrar Services operations, including transcripts and certifications.
• Supervise Registrar Services staff to ensure timely, accurate processing.
• Coordinate staff schedules to ensure coverage and service levels.
• Assist in resolving peak-period backlogs and overflow requests.
• Maintain records retention, and ensure proper filing and retrieval of forms and letters.
• Support hiring of new staff and manage communications with customers.

Skills

Privacy regulations knowledge

Communication skills

Records accuracy

Public interaction

Notary commission readiness

Education

Bachelor's degree

Tools

Banner Student Information System

Job description

The Assistant Registrar for Registrar Services oversees thefrontline service related processes in the department, ensuring alltasks are completed accurately and in a timely manner according touniversity policies and procedures. They provide students, parents,university employees, and the public with essential informationabout records, registration, general enrollment, and otheruniversity-related matters. As a key member of the Office of the University Registrar management team, they collaborate oninitiatives and decisions to improve departmental operations. Therole emphasizes delivering exceptional customer service, ensuringthat 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 certificationrequests.
• Supervises the Registrar Services Coordinator and RegistrarServices Assistants to ensure processes are completed in a timelyand efficient manner to meet customer satisfaction.
• Coordinates the work schedules of staff to ensure adequatecoverage of the area.
• Assists in resolving problems with the overflow of requestsduring peak periods.
• Ensures forms and letters are filed in an easily retrievablemanner and maintained according to records retentionpolicies.
• Assists in the hiring of new staff for the office.
• Supervises communication processes, ensuring phone lines areoperational and answered promptly. Ensures that voice messages areretrieved and return calls are made in a timely manner.
• Ensures that office mail is picked up and delivered in a timelymanner.
• Ensures that transcript and diploma payments received by mailare processed daily.
• Coordinates with the student services areas within the academicunits on the MCV campus and processes registrar functions asneeded, including student registration and recordsmaintenance.

Records maintenance (20%):

• Updates student records to reflect changes such as correctionsto SSN, grade exclusion options, administrative holds, deceasedstudents, FERPA/privacy notations, grade changes, honor policyviolations, and graduate suspensions.
• Accurately enters data to ensure all applicable deadlines aremet and all relevant offices are notified, following establishedpolicies and procedures. Performance is measured by the frequencyof errors on edit printouts or those reported by students andadministrators.
• Processes all subpoena requests and consults with the legaloffice to ensure the requests are handled properly and inaccordance with legal requirements.
• Notarizes diplomas and transcripts for apostille, ensuring thatdocuments meet the necessary legal requirements for internationalverification and authentication.

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

• Serves as a member of the Office of the University Registrarmanagement team, providing input and suggestions for improvementsand changes to the unit.
• Meets with deans, directors/associate directors, students,staff, and colleagues to resolve problems, gather knowledge, offeradvice, make recommendations and ensure policies and procedures areeffectively communicated and understood.

Performs other duties as assigned (10%):

• Assists with other Office of the University Registrar processesas needed, providing support in various areas to ensure smoothdepartment 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 NotaryPublic
• Strong logical reasoning skills and the ability to maintainaccurate records.
• Excellent oral and written communication skills.
• Ability to work well with the public and universityadministrators.
• Proficiency in PC applications required.
• Demonstrated experience working in and fostering an environmentof respect, professionalism and civility with a population offaculty, 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 registraroffice duties.
• Banner Student Information System or similar experience.
• Knowledge of the National Student Clearinghouse enrollment anddegree verification processes.
• Exhibited knowledge of Family Educational Rights and PrivacyAct (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 annualand holiday leave, generous tuition benefits, retirement planningand savings options, tax-deferred annuity and cash match programs,employee discounts, well-being resources, abundant opportunitiesfor 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.