Deputy Registrar - Immaculata University

Immaculata University; Malvern (Chester County); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Generous PTO

Tuition Assistance

Health & Life Insurance

Retirement Plan

Job summary

Immaculata University is seeking a Deputy Registrar to lead the day-to-day operations of the Registrar’s Office on campus. You will manage staff, ensure accurate records, and coordinate enrollment and transcript services while collaborating with campus partners.

The role requires experience in registrar operations, staff supervision, FERPA, and use of student information systems to verify data and support institutional reporting.

Qualifications

• Experience in coordinating daily registrar operations and resolving student-record or registration issues.
• Experience supervising staff and coordinating coverage during deadlines.
• Working knowledge of FERPA and academic-records practices.
• Experience using student information systems and reporting tools to verify data.

Responsibilities

• Direct daily workflows and staff schedules, ensuring service coverage.
• Supervise staff, provide coaching and conduct evaluations.
• Oversee student-record updates, grading, scheduling and transcript services.
• Coordinate reporting, data validation and deadlines with the Registrar.

Skills

Registrar operations

Staff supervision

FERPA compliance

SIS systems

Data reporting

Education

Higher education administration

Tools

Banner

Degree Works

Argos

Job description

Immaculata University seeks candidates who are passionate about upholding the value of higher education while fostering institutional excellence.

Immaculata University is a comprehensive, co-ed institution of higher learning that has emphasized academic success, student outcomes and faith-based values for more than 100 years. Offering more than 75 in-demand undergraduate, graduate and certificate programs, Immaculata University provides attainable education, personal support and meaningful career pathways to tomorrow's leaders who are focused on intellectual, personal, professional and spiritual growth. Immaculata's expansive suburban campus is located in renowned Chester County, Pennsylvania, 30 miles west of Philadelphia.

Why Immaculata University is the Perfect Workplace for you:

• Collegial Atmosphere, caring leadership, work/life balance.
• Mission-driven values supported by five core values: faith, community, knowledge, virtue and service.
• Generous paid time off benefits.
• Tuition Assistance: You, your spouse, and your eligible dependent children can receive tuition assistance at IU. Your dependent children are also eligible for tuition assistance at other institutions via the Tuition Exchange program.
• Health. Life, and Disability Insurance: Prescription, Dental, Vision, and Life Insurance; Disability benefits, Flexible Spending Account and Health Savings Account.
• Retirement Plan: Generous retirement plan to help you save for your future.

Job Description:

The Deputy Registrar leads the day-to-day operations of the Office of the Registrar and serves as its primary on-campus operational leader. Reporting to the Registrar, the position directs daily staff activities, maintains service coverage, resolves operational issues, and ensures the timely and accurate completion of academic-records and registration functions. The Deputy Registrar works independently within delegated authority and maintains regular communication with the Registrar, including when the Registrar works remotely. The position provides an accessible campus point of contact for students, faculty, staff, and academic leaders.

Responsibilities:

Daily office leadership

• Direct daily workflows, assign and prioritize work, coordinate staff schedules and service coverage, and monitor deadlines and unresolved requests.
• Adjust assignments during absences and peak periods, address service delays, and provide hands‑on support when needed.
• Maintain dependable in-person office operations and timely responses across service channels.

Staff supervision and development

• Supervise designated staff, clarify responsibilities, provide coaching and feedback, and conduct performance evaluations as assigned.
• Coordinate onboarding and cross-training, maintain procedure documentation, and develop backup coverage for critical functions.
• Participate in recruitment and recommend staffing or performance actions to the Registrar in accordance with University procedures.

Academic records and registration operations

• Coordinate the daily work of the Associate Registrar and other assigned staff across student-record updates, grading, course scheduling, registration, enrollment verification, and transcript services.
• Ensure that approved procedures are followed, records are accurate, and discrepancies are corrected. Oversee completion of graduation audits and assigned diploma and commencement work, referring eligibility exceptions for authorized decisions.

Campus service and problem resolution

• Serve as the first point of escalation for routine office concerns and complex service cases.
• Explain approved policies, resolve issues within delegated authority, and coordinate timely solutions with academic colleges, Financial Aid, the Business Office, and other partners.
• Represent the office in operational meetings and communicate decisions and follow‑up responsibilities to staff and the Registrar.

Systems and reporting coordination

• Coordinate operational use of Banner, Degree Works, Argos, and related systems with assigned staff and the Office of Technology Services.
• Verify implementation of approved curriculum and course changes, organize testing, and track issues through resolution. Coordinate assigned enrollment and academic-record reporting, including data validation and deadlines, with the Registrar and designated institutional reporting owners.

Records protection and service improvement.

• Apply the Family Educational Rights and Privacy Act (FERPA), University policy, and approved records‑access, disclosure, and retention procedures in daily operations.
• Reinforce secure handling of records and promptly report suspected privacy or security incidents through established channels.
• Monitor workload, turnaround times, errors, and recurring service concerns; recommend improvements and implement approved changes.

Immaculata University is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Requirements:

• Progressively responsible experience in a registrar's office or closely related higher education administration, including responsibility for coordinating daily operations and resolving complex student-record or registration issues.
• Experience supervising staff, assigning work, providing performance feedback, and coordinating coverage during competing deadlines.
• Working knowledge of FERPA and academic-records practices, including registration, grading, degree requirements, and records confidentiality.
• Experience using student information systems, degree‑audit tools, and spreadsheets or reporting tools to review data and resolve discrepancies.
• Demonstrated ability to apply policies consistently, exercise judgment within delegated authority, resolve service concerns, and communicate clearly with students, faculty, staff, and senior administrators.

Preferred Requirements:

• Experience with Banner, Degree Works, and Argos; and experience improving office workflows, coordinating system changes, or managing enrollment reporting.

Additional Information:

The position is primarily campus-based and requires a regular on-campus presence during established office hours to provide immediate staff guidance, manage in-person services, and coordinate campus response to operational issues. The schedule is established with the Registrar and may include occasional evening or weekend work for registration, commencement, or other scheduled peak activities. Work involves sustained use of computer systems, detailed review of records, and interaction with campus constituents. Essential functions may be performed with or without reasonable accommodation.

Special Requirements

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.