Associate Registrar

Chestnut Hill College; Philadelphia (Philadelphia County); On-site; USD 52,000 - 68,000; Full time

Job summary

Chestnut Hill College is seeking an Associate Registrar to join the Office of the Registrar and support students, faculty, and the College community. This role blends student-centered service with careful management of academic records, registration, degree progress, and essential Registrar functions.

The Associate Registrar helps administer daily operations, ensures data accuracy and security, and maintains compliance with FERPA and College policies while delivering excellent service.

Qualifications

• Bachelor’s degree and progressive experience in a Registrar’s Office or related higher education administrative environment.
• Strong computer skills and significant experience with a student information system; experience with Jenzabar EX preferred.
• Excellent oral and written communication skills.
• Strong customer service and interpersonal skills.
• Familiarity with curriculum requirements, degree auditing, and transfer articulation practices.
• Ability to understand, apply, and enforce FERPA requirements.

Responsibilities

• Provide responsive, professional customer service to students, faculty, staff, and others through in-person interactions, telephone calls, voicemails, and email.
• Assist students and faculty with registration and provide guidance regarding academic policies, procedures, and graduation requirements.
• Update FERPA waivers and student records in Jenzabar EX and ensure the accuracy and integrity of academic data.
• Process changes of major and minor and assist with registration and enrollment of non-matriculated students.
• Build and maintain course schedules for the School of Undergraduate Studies and School of Graduate Studies.
• Edit and review electronic degree-audit trees and perform degree audits for undergraduate and graduate students.
• Review the academic records of potential graduates and verify completion of all program requirements.
• Serve as a certifying official for veterans’ and military education benefits.
• Assist the Assistant Registrar and coordinate transcript production, enrollment and degree verifications, and related processes.
• Manage classroom allocation, scheduling, and reservations.
• Produce and edit diplomas, certificates, and other official academic documents.
• Respond to data requests by creating database queries using InfoMaker.
• Oversee the daily maintenance of academic, student, and course-schedule records within the student information system.
• Maintain required hard-copy student files for the School of Undergraduate Studies.
• Supervise Professional Enrichment Division courses and programs.
• Manage SEPCHE, La Salle, ACSSJ Exchange, and Acadeum registrations.
• Maintain and update Registrar’s Office content on the College website and registration-related areas of the My CHC Portal.
• Ensure compliance with FERPA and other applicable laws, regulations, and College policies governing student academic records.

Skills

Customer service

Oral and written communication

Attention to detail

FERPA compliance

Interpersonal skills

Education

Bachelor’s degree

Tools

Jenzabar EX

Job description

Department:Office of the Registrar
Reports to:Registrar

Chestnut Hill College is seeking anAssociate Registrarto join the Office of the Registrar and play an essential role in supporting students, faculty, and the College community. This position combines student-centered service with the careful management of academic records, registration, degree progress, and other critical Registrar functions.

The Associate Registrar assists with the administration and daily operations of the Registrar’s Office, ensuring that academic information is accurate, secure, and accessible while maintaining compliance with FERPA and College policies. The successful candidate will bring strong organizational and communication skills, attention to detail, sound judgment, and a commitment to providing excellent service.

About Chestnut Hill College

Founded by the Sisters of Saint Joseph in 1924, Chestnut Hill College is an independent, Catholic institution rooted in a strong liberal arts tradition that fosters equality through holistic education. Distinguished by its strong mission, collegial environment, and commitment to personalized instruction through a small faculty-to-student ratio, the College promotes the spiritual, academic, social, ethical, and moral development of the whole person. Located in the charming Chestnut Hill neighborhood of Northwest Philadelphia, the College serves a culturally diverse student body.

Key Responsibilities

• Provide responsive, professional customer service to students, faculty, staff, and others through in-person interactions, telephone calls, voicemails, and email.
• Assist students and faculty with registration and provide guidance regarding academic policies, procedures, and graduation requirements.
• Update FERPA waivers and student records in Jenzabar EX and ensure the accuracy and integrity of academic data.
• Process changes of major and minor and assist with the registration and enrollment of non-matriculated students.
• Build and maintain course schedules for the School of Undergraduate Studies and School of Graduate Studies.
• Edit and review electronic degree-audit trees and perform degree audits for undergraduate and graduate students.
• Review the academic records of potential graduates and verify completion of all program requirements.
• Serve as a certifying official for veterans’ and military education benefits.
• Assist the Assistant Registrar and coordinate transcript production, enrollment and degree verifications, and related processes.
• Manage classroom allocation, scheduling, and reservations.
• Produce and edit diplomas, certificates, and other official academic documents.
• Respond to data requests by creating database queries using InfoMaker.
• Oversee the daily maintenance of academic, student, and course-schedule records within the student information system.
• Maintain required hard-copy student files for the School of Undergraduate Studies.
• Supervise Professional Enrichment Division courses and programs.
• Manage SEPCHE, La Salle, ACSSJ Exchange, and Acadeum registrations.
• Maintain and update Registrar’s Office content on the College website and registration-related areas of the My CHC Portal.
• Ensure compliance with FERPA and other applicable laws, regulations, and College policies governing student academic records.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree and progressive experience working in a Registrar’s Office or a related higher education administrative environment.
• Strong computer skills and significant experience working with a student information system; experience with Jenzabar EX preferred.
• Excellent oral and written communication skills.
• Strong customer service and interpersonal skills.
• Familiarity with curriculum requirements, degree auditing, and transfer articulation practices.
• Ability to understand, apply, and enforce FERPA requirements.
• Strong attention to detail and demonstrated ability to manage confidential information accurately and securely.
• Demonstrated understanding of and commitment to the College’s Mission and Core Values, including a shared dedication to inclusive, mission-driven education that supports the development of the whole person.

Contact Information:

Application Process

Chestnut Hill College is an employer committed to a culture of diversity, equity, and inclusion as a core value. To foster an inclusive community and support our diverse student body, we embrace equal access. We welcome applications from candidates of all backgrounds, experiences, and perspectives, and encourage applications from groups historically underrepresented in higher education. We arecommitted to increasing the diversity of the college community and the curriculum.

Chestnut Hill College is an equal opportunity employer