Associate Registrar

William Jewell College; Liberty (MO); On-site; USD 60,000 - 90,000; Full time

Job summary

William Jewell College seeks an Associate Registrar to oversee the integrity of academic records, registration, scheduling, and reporting. This role reports to the Registrar and ensures daily operations align with institutional policy and federal regulation, including FERPA compliance.

The Associate Registrar also acts as the Registrar's backup for degree audits, graduation checks, and SEVIS-related duties for international students, emphasizing accuracy and timeliness in all tasks.

Qualifications

• Bachelor's degree required; Master's preferred.
• Minimum of three years of experience in academic records or registrar operations.
• Working knowledge of FERPA, academic policy, and higher education administrative systems.
• Strong attention to detail and time management.

Responsibilities

• Maintain and safeguard official student records, grades, and transcripts; process transcript requests and verifications.
• Manage registration and enrollment operations each term, including waitlists and add/drop.
• Publish term course schedules and coordinate classroom assignments.
• Prepare enrollment reports for accreditation, IPEDS, and State reporting.
• Support degree audits and graduation checks; backup to Registrar for these functions.
• Serve as DSO for international students and assist with SEVIS reporting.
• Ensure FERPA compliance and proper records retention and release procedures.

Skills

Attention to detail

Time management

Interpersonal skills

FERPA knowledge

Education

Bachelor's degree

Master's degree

Tools

Ellucian Colleague

SQL

Informer

Job description

William Jewell College seeks a highly organized and service-oriented Associate Registrar to manage the integrity and efficiency of academic record-keeping, registration, scheduling, and reporting. Reporting to the Registrar, this position is responsible for the daily operations of the Office of the Registrar and ensures that those operations run accurately, on schedule, and in accordance with institutional policy and federal regulation. The Associate Registrar also serves as the office's operational backup to the Registrar for degree audit and graduation functions.

Key Responsibilities

• Maintain and safeguard official student records, grades, and transcripts; process transcript requests and enrollment and degree verifications.
• Manage registration and enrollment operations each term, including registration windows, course permissions, waitlists, add/drop and withdrawal processing, and enrollment status changes.
• Build and publish the term course schedule in coordination with division heads and the Registrar; coordinate classroom assignments and resolve conflicts.
• Produce and publish the final examination schedule and the term deadline calendar for the Registrar's approval.
• Apply academic policy related to registration, grading, enrollment status, and academic standing; process associated forms and workflows.
• Prepare enrollment, retention, and completion reports for internal planning, accreditation, and federal and state compliance reporting, including IPEDS and National Student Clearinghouse submissions.
• Generate and maintain standard and ad hoc reports from the student information system.
• Support the Registrar with athletic eligibility work by compiling roster, enrollment, and grade data each term.
• Serve as backup to the Registrar for degree audit review and graduation checks; maintain sufficient cross-training to sustain office operations in the Registrar's absence.
• Serve as a Designated School Official (DSO) for international students, supporting F-1 student immigration compliance, SEVIS reporting, record maintenance, and student advising related to visa status and regulatory requirements.
• Serve as a records and registration resource to students, faculty, advisors, and academic support committees.
• Ensure office practice complies with FERPA and maintain records retention and release procedures.
• Perform other duties as assigned by the Registrar.

Qualifications

Required

• Bachelor's degree.
• Minimum of three years of experience in academic records, registration, or registrar operations.
• Working knowledge of FERPA, academic policy, and higher education administrative systems.
• Strong attention to detail, time management, and interpersonal skills.

Preferred

• Master's degree.
• Experience with Ellucian Colleague and electronic document workflow systems.
• Experience with course scheduling and classroom optimization tools.
• Experience with IPEDS and Clearinghouse reporting.
• Experience writing queries and building reports in Ellucian Colleague or a comparable SIS (e.g., SQL, Colleague Reporting & Operational Analytics, or Informer).