Associate Registrar

Roanoke College; Salem (VA); On-site; USD 60,000 - 90,000; Full time

Job summary

Roanoke College in Salem, Virginia seeks an experienced Registrar to lead degree audit processes, registration operations, and policy updates in collaboration with IT and faculty. The role oversees course equivalencies, enrollment, and data integrity across student records.

Responsibilities include managing degree audits, batch registrations, communications with faculty, and supporting transfer evaluations, calendar development, and reporting using the Ellucian Colleague system.

Qualifications

• Bachelor’s degree required.
• Expertise in Ellucian Colleague Student Information System preferred.

Responsibilities

• Serves with full authority in the absence of the Registrar.
• Supports Degree Audit system and manages course equate codes and rules.
• Oversees registration and related operations.
• Revises general education requirements in the Degree Audit system in coordination with IT (2026–2028).
• Revises registrar office processes with system modernization (2026–2027).
• Processes degree audit exceptions and overrides with Registrar.
• Monitors student planning and class rosters communications.
• Manages batch registrations and withdrawals and prepares diploma orders.
• Maintains department budget and registrar website.

Education

Bachelor’s degree

Tools

Ellucian Colleague SIS

Job description

About Roanoke College

Roanoke College is a place where every student who works hard has the opportunity to succeed. We champion potential, providing essential learning and leadership through innovative academic programs and transformative educational experiences, giving students the mettle, mindset, and empathy to pursue lives of purpose, build meaningful careers, and meet society’s most pressing needs. Located in scenic Salem, Virginia, Roanoke College is an intimate, welcoming community that has served the local region and beyond for nearly 200 years. Now, we’re building on momentum and offering a Roanoke experience for today’s students and a legacy that belongs to every Maroon. Learn about the College's new strategic plan, Imagine Roanoke: A Strategic Plan for Roanoke College and the 21st Century Learner.

Roanoke College is a nationally ranked residential liberal arts college affiliated with the Lutheran Church (ELCA), located in the beautiful Roanoke Valley of Virginia. A Phi Beta Kappa institution, Roanoke College is an equal opportunity employer and actively seeks diversity among its faculty, staff, and students; women and members of under-represented groups are especially encouraged to apply.

The Position

Key Responsibilities:

• Serves with full authority in the absence of the Registrar


• Supports Colleague’s Degree Audit system on matters related to academic programs and degree requirements, and adding, dropping and amending academic program setups as changes are made by the Faculty; sets up and maintains course equate codes; writes rules when necessary


• Oversees registration and related operations


• In cooperation with IT, revises general education requirements in the Degree Audit system (revision in process 2026 through 2028)


• In cooperation with IT, revises registrar office process in conjunction with system-side modernization process (revision in process 2026-2027)


• In cooperation with the Registrar, processes degree audit exceptions and overrides to program requirements in the Degree Audit system


• Serves as Data Team Manager in the College’s working relationship with Transfer Virginia (twice monthly meetings and three refresh cycles annually)


• Assists in the maintenance of academic records, including classification, rank and student source updates


• Coordinates the compilation and distribution of related registration documents for faculty and students; manages all class pre-registrations and registrations


• Monitors Student Planning functioning and troubleshoots when necessary


• Coordinates the notifications to faculty of matters related to class rosters, no shows, add/drop and all grade submissions, including end of term, IN and NG (forwarding final grades to Assistant Registrar for data entry); records reports of no-shows; monitor applied music registration and billing for charges, where appropriate


• Processes batch registrations and withdrawals (including the Linking Lives students)


• Monitors IL term enrollments; communicates with Business Office when fees for second IL term enrollment or IL late registration fees are to be assessed (IL term to sunset in May 2027)


• Monitors student overloads by term; communicates with students regarding overload fees and directs them to the Associate Vice-President of Academic Affairs for Operations regarding submission of the permission form; communicates with Business Office when overload fees are to be assessed.


• Serves on the Commencement Operations Group, Care Team, Data Standards Group, RCRV Operations Committee, Transfer Brain Trust, Special Initiatives Operations Group, Coursedog Operations Group


• Sets up codes for new and returning student check-in; monitors students’ check-in completion and sends reminders as appropriate; communicates with Business Office when late check-in fees are to be assessed


• Processes all withdrawals from the College; provides weekly reporting on withdrawals to appropriate offices; corresponds with former students planning to return to the College; reactivates records of former returning students


• Prepares and submits diploma orders; prepares the list of prospective graduates for the commencement program and works with the Marketing and Communications Department on the preparation of the commencement program


• Maintains the department budget and all pertinent files; processes reimbursement requests and invoice approvals for Registrar budget


• Uses Entrinsik Informer for reporting for the Registrar’s Office as well as other departments


• Serves as a resource to students regarding the Intellectual Inquiry program requirements and related substitutions


• Completes transfer credit evaluations in the absence of the Registrar


• Prepares the academic calendar for each term and academic year and posts the calendar to the RC webpage


• Monitors academic calendar deadlines


• Maintains the Registrar’s Office webpage; monitors web settings so that appropriate terms are available for viewing and registration


• Serves as the liaison between the Registrar’s Office and the Office of Institutional Research and the Information Technology office


• Serves as liaison between the College and the Veterans Administration


• Performs other duties as assigned

Education, Experience, Skills, and Abilities:

• Bachelor’s degree required


• Expertise in use of the Ellucian Colleague Student Information System