Associate Registrar - Dean College

Dean College; Franklin (MA); On-site; USD 67,000 - 72,000; Full time

Benefits offered by this job

Health insurance

Retirement contributions

Paid time off

Job summary

Dean College invites applications for the position of Associate Registrar within the Office of the Registrar. The Office maintains student records and strives to improve the student, faculty, and staff experience at Dean College.

The Associate Registrar handles academic and curriculum information, semester processes, reporting for internal and external agencies, and cross-department collaboration to ensure data integrity and FERPA compliance.

Qualifications

• Bachelor's degree required; Master's degree preferred.
• 3-5 years' experience in a higher education environment or similar field.
• Familiarity with Ellucian Colleague or comparable ERP system, as well as eTranscript providers is preferred.
• Knowledge of U.S. educational systems, credentials, and FERPA.

Responsibilities

• Maintain systems that provide academic information for current students, including Degree Audit and Docuware.
• Update annual changes to student completion dates, process waivers and substitutions, and update degree audits based on catalog content and updates.
• Oversee graduation tasks, including updating the graduation application, conducting mid-year and final audits, and reporting missing requirements to Success & Career Advisors.
• Coordinate diploma production and delivery and assist with the Commencement ceremony program, reader's list, and other reports as requested.
• Manage tasks associated with the readmission process, start-of-semester check-in, grading processes, Honor Societies coding, and student withdrawal reporting.
• Work with Athletics & Recreation to manage student-athlete information and generate reports to support compliance requirements.
• Assist with Academic Standing review and calculate Dean's list and President's List; verify calculations and communicate outcomes.
• Support the Registrar by cross-training staff on data mining/reporting, including course demand, classroom space needs, and transfer credit equivalencies.
• Serve as back up for reporting to National Student Clearinghouse, Department of Veteran Affairs, IPEDS, public surveys, and internal data groups.
• Represent the Registrar's Office on College-wide committees (Commencement team, academic calendar, Opening Committee).
• Collaborate with Admissions, Advising, and Student Financial Services to monitor data integrity and FERPA compliance.
• Conduct annual process reviews to improve efficiency and accuracy; document maintenance.
• Other duties and projects as assigned.

Skills

Detail-oriented

Communication

Time management

Analytical skills

Microsoft Excel

Microsoft Word

FERPA knowledge

Ellucian Colleague experience

Data reporting

Education

Bachelor's degree required

Master's degree preferred

Tools

eTranscript providers

Microsoft Office

Job description

Dean College is a private, residential New England college grounded in a culture and tradition that all students deserve the opportunity to discover and exceed their greatest aspirations. A personal and transformative community since 1865, Dean tirelessly inspires our students to unimagined heights through personalized support and integrated delivery of academic, co-curricular, and experiential learning. Our graduates are lifelong learners who thrive in their careers, embrace social responsibility, and demonstrate leadership.

Recognized as a Top Regional College by U.S. News & World Report for fifteenth consecutive years and named a College of Distinction for eleven consecutive years, Dean serves more than 1,000 full-time students and offers over 50 academic programs and specializations, as well as a robust schedule of continuing studies and certificate programs throughout the year.

Dean College is perfectly situated in Franklin, Massachusetts, which is conveniently located between Boston and Providence, Rhode Island, and is accessible to Boston by commuter rail. The Dean College/Franklin rail station is only a five-minute walk from campus.

Approximately 90 percent of the College's student population lives on campus and Dean provides a supportive academic environment that thrives on hands-on engagement and exceptional teaching. This community-wide commitment of always going the extra mile for students is known as The Dean Difference. Outside of the classroom, students participate in 16 athletic teams and more than 40 on-campus groups and organizations.

Ninety-six percent of our bachelor's degree students are employed or enrolled in graduate school within 12 months of graduation. Alumni are hard at work in top-ranked graduate programs and are employed by organizations such as Universal Studios, Dell Technologies, Liberty Mutual, Kraft Sports + Entertainment, the Boston Ballet, and more.

What is The Dean Difference?

The Dean Difference isn't any one thing. It's not a program or a professor. It's not a single class or a club. It's the way our academic support networks and community overlap, interweave, and magnify each other. Our difference unites us. It's our secret formula. It's the nucleus around which we orbit. It isn't one thing, it's everything.

Job Description:

Dean College invites applications for the position of Associate Registrar within the Office of the Registrar. The Office of the Registrar is responsible for the maintenance of student records and works to improve the student, faculty, and staff experience at Dean College.

The Associate Registrar is primarily responsible for maintaining academic and curriculum information as well as overseeing the start and end of semester/year processes. In addition, this position uses various software applications to provide reporting support for internal and external agencies and to assist with managing daily operations. This position works closely with the Registrar and assists with strategic and operational functions. As a partner with other campus departments, the Associate Registrar works collaboratively with Academic Affairs, Admissions, Student Financial Services, and Success and Career Advisors to maintain accurate and reliable student records.

Expected salary range: $67,000-$72,000 per year, commensurate with experience. The College also offers a comprehensive benefits package, including health insurance, retirement contributions, and generous paid time off.

Position responsibilities include:

• Maintain systems that provide academic information for current students, including Degree Audit and Docuware.
• Update annual changes to student completion dates, process waivers and substitutions, and update academic programs' degree audits based on catalog content and updates.
• Oversee graduation tasks, including updating the graduation application, conducting mid-year and final audits for all students, and tracking and reporting any missing requirements to Success & Career Advisors.
• Coordinate diploma production and delivery and assist with the Commencement ceremony program, reader's list, and other reports as requested.
• Manage tasks associated with the readmission process, start-of-semester check in processes, grading processes, Honor Societies coding, and student withdrawal reporting.
• Work with Athletics & Recreation to manage student-athlete information and generate reports to support compliance requirements.
• Assist with Academic Standing review and calculate Dean's list and President's List. Verify calculations are correct and communicate outcomes to the campus community.
• Support the Registrar by ensuring all office personnel are cross-trained on internal and external data mining/reporting, including course demand, classroom space needs, and transfer credit equivalencies.
• Serve as back up for reporting to the National Student Clearinghouse, Department of Veteran Affairs, IPEDS, public surveys, and internal data groups.
• Represent the Registrar's Office as a member on various College-wide committees, such as the Commencement team, the academic calendar building work team, and the Opening Committee.
• Collaborate with Admissions, the Advising Center, and Student Financial Services to monitor student information, ensuring record accuracy, data integrity, and compliance with federal regulations, particularly FERPA.
• Conduct annual reviews of processes and procedures to enhance office efficiency and accuracy, ensuring that documentation is consistently created and maintained.
• Other duties and projects as assigned or required.

Requirements:

• Bachelor's degree required; master's degree preferred.
• 3-5 years' experience working in a higher education environment or similar field.
• Familiarity with Ellucian Colleague or comparable ERP system, as well as eTranscript providers is preferred.
• Knowledge of U.S. educational systems, credentials, and Family Education Rights and Privacy (FERPA)
• The ideal candidate is highly detail-oriented with excellent communication skills, capable of efficiently managing multiple projects, and proficient in Microsoft Office, particularly Excel and Word.
• Must be able to work independently and demonstrate strong analytical, organizational, and customer service skills.

Additional Information:

Dean College is committed to equal employment opportunity and does not discriminate against applicants or employees on the basis of race, color, religion, religious creed, national or ethnic origin, ancestry, sex, sexual orientation, gender identity or expression, pregnancy or pregnancy-related condition, age, disability, genetic information, veteran status, marital status, or any other status protected by applicable law.

This commitment applies to all employment practices, including recruitment, hiring, promotion, compensation, benefits, professional development, continuation of employment, and other terms and conditions of employment. The College prohibits discrimination, harassment, and retaliation in violation of applicable law or College policy.

Dean College is committed to maintaining a welcoming and respectful workplace and to providing equal opportunity to all qualified applicants and employees.