Assistant Registrar, Systems

Northern Kentucky University; Kentucky; On-site; USD 38,000 - 47,000; Full time

Job summary

Northern Kentucky University is seeking an Assistant Registrar, Systems to supervise the SIS, maintain curriculum in SAP, manage catalog production, and oversee the records room and retention schedules. This role ensures data quality, degree audits, and timely course scheduling while coordinating with IT and university offices.

The position requires a Bachelor's degree and at least three years of related experience, with leadership responsibilities in Registrar operations.

Qualifications

• Bachelor's degree required and 3 years of related experience.

Responsibilities

• Maintains curriculum in SAP and oversees catalog production and updates.
• Supervises staff including Curriculum Coordinator and Catalog Coordinator.
• Oversees records retention and FERPA compliance with IT and Archivist support.
• Manages course scheduling, system testing, data quality, and degree audits.

Skills

Student Information System

Data quality

Course scheduling

Staff supervision

FERPA compliance

Education

Bachelor's degree

Tools

Catalog software

Job description

Position Title

Assistant Registrar, Systems

Position Type

Regular

About the Role

The Assistant Registrar of Systems furthers the focus on student support as the position supervises the SIS, maintains program and course curriculum in SAP, manages the undergraduate catalog production and maintenance, manages the Registrar records room and creates and maintains the student records retention schedule. Supervises Document Imaging and Curriculum Coordinator and Catalog Coordinator. Manages course scheduling, system testing, data quality and degree audits.

Duties/Responsibilities

• Curriculum Maintenance: Maintains and updates the University's undergraduate and graduate curriculum in SAP to ensure that classes can be scheduled, students can register for them, and courses can be reported correctly. Interprets curriculum policies and makes decisions on each curriculum form for input in the SAP system. Works in conjunction with the University Curriculum Committee Chair and Curriculum, Accreditation and Assessment to make decisions regarding course curriculum and policies as well as solutions to issues regarding curriculum. Answers questions from faculty and staff across all departments regarding course curriculum and policy interpretation. Represents the Office of the University Registrar at Curriculum Committee and Graduate Council meetings.
• Catalog Creation and Maintenance: Oversees the undergraduate catalog production and maintenance, responsible for updates in all Registrar owned catalog copy in catalog software. Responsible for working with colleagues in the office and obtaining yearly updates on all policies and input into catalog software. Collaborates with IT to ensure course functionality including pre and co-requisites as well as run periodic reports. Reviews annual upload of all course descriptions to catalog software and compares approved course descriptions to academic unit listings to ensure only approved curriculum is populated for undergraduate and graduate catalogs. Supervises the University's catalog coordinator to ensure proper transfer of information to the catalog as well as University editor to comply with University style guide.
• Supervision: Trains, supervises and evaluates the job performance of the Document Imaging and Curriculum Coordinator and Catalog/Curriculum Coordinator, Systems Coordinator, and Course Scheduling Coordinator. Conducts regular staff meetings, ensures staff have appropriate access and on-going training and works with individual staff members to develop professional development goals.
• Records Retention: Oversees the organization and maintenance of the records room in the Office of the University Registrar. Responsible for ensuring the security and preservation of confidential student records. Works with the University Archivist and Document Imaging Coordinator to create and implement the records retention schedule in compliance with federal privacy regulations (FERPA), AACRAO guidelines and state laws. Works closely with University IT staff to remain informed about new technology available to enhance imaging system and processes. Oversees system updates and maintenance for the academic calendar, academic structure, advising holds, booking windows, and degree audit. Maintains departmental computer inventory lists. Ad hoc reporting/data requests/military data (in conjunction with compliance). Grading, final, and midterm. NSCH – core file, degree file and student tracker. POP forms (project opportunity proposal). Removing a change lock. SLCM security processing. System configuration. System maintenance. System testing (in conjunction with functional staff). Office master process calendar. Workflow set-up and maintenance. Responsible for data quality audits and troubleshooting. Responsible for end of semester grades, progression and academic standing. Helps support various specialized software (e.g. Ad Astra, catalog, Diplomas on Demand, Phone Tree). Oversee course and room scheduling process. Performs additional duties as might be required or assigned by Registrar leadership.
• Bachelor's and 3 years' related experience required.

Salary

Minimum Salary of $42,549 Annually. Posted Salary: $42,549 Minimum Annually.

Work Environment & Physical Demands

Why Work at Northern Kentucky University: At NKU, our work revolves around three things: opening doors, helping people finish what they start, and connecting learning to real life. Those pillars—Access, Completion, and Career & Community Engagement—aren't just strategic-plan wallpaper. They shape how we hire, how we serve students, and how we show up for the region. If you want your work to matter—NKU is a place where you can see your impact every day.

About NKU

Northern Kentucky University is a public, student-centered institution located just minutes from downtown Cincinnati. Our vision is clear: to be nationally recognized as a student-ready, regionally-engaged university that empowers diverse learners for economic and social mobility. We focus on opening doors, supporting students through graduation, and connecting learning to real opportunity in our region. NKU offers the reach of a comprehensive university with the feel of a close, collaborative campus.