FT Assistant Registrar

Halifax Community College; Weldon (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Halifax Community College in North Carolina is seeking an Assistant Registrar under the Registrar/Director of Veteran Affairs to maintain student records, transcripts, and related reports across curriculum, continuing education, and literacy programs.

The role focuses on recording, data entry, and report preparation, including FERPA compliance, degree audits, and graduation processing, with responsibilities extending to assisting veteran services and ensuring accurate, timely records for all

Qualifications

• Associate Degree or higher.
• Knowledge of student records and record-keeping practices.
• Proficiency with Microsoft Office Suite.
• Highly organized with strong written and verbal communication skills, including command of English grammar.
• Strong mathematical and interpersonal skills.
• Two to three years of administrative experience in a fast-paced office environment.
• Ability to manage multiple assignments, prioritize responsibilities, and meet deadlines.

Responsibilities

• Process outgoing Curriculum and Workforce and Continuing Education transcript requests.
• Evaluate, organize, and maintain permanent student records and provide transcripts for all Curriculum, Continuing Education, and Basic Literacy students.
• Process Credit for Prior Learning (CPL).
• Register students in courses when needed if an advisor is not available.
• Evaluate graduation applications and perform degree audits and assist with graduation processes.
• Coordinate graduation diploma preparation and record keeping.
• Complete Degree Verify processing in the National Student Clearinghouse platform.
• Review FERPA / Leon's Law documentation.
• Assist with Veteran Services student processes and support the timely processing of veterans' educational benefits.
• Prepare reports for the North Carolina System Office and run reports using Colleague and Informer.

Skills

Student records

Record-keeping

Microsoft Office

Written & verbal comms

Multitasking

Interpersonal skills

Education

Associate Degree or higher

Tools

Colleague

Entrinsik Informer

Self-Service

Job description

Under the supervision of the Registrar/Director of Veteran Affairs, the Assistant Registrar is responsible for maintaining records, correspondence, and reports pertaining to students, including those related to curriculum, continuing education, and literacy education.

DUTIES AND RESPONSIBILITIES

Essential Functions:

This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

RECORDING/DOCUMENT PREPARATION/DATA ENTRY

1. Process outgoing Curriculum and Workforce and Continuing Education transcript requests.
2. Evaluate, organize, and maintain permanent student records and provide transcripts for all Curriculum, Continuing Education, and Basic Literacy students.
3. Process Credit for Prior Learning (CPL).
4. Process incoming Curriculum withdrawal forms to maintain a tracking system for students' current enrollment status.
5. Perform internal audits of Workforce and Continuing Education file folders.
6. Electronically file documents in student folders (transcripts, course audit, grade change requests, etc.)
7. Troubleshoot registration and students' records issues in Colleague and Self-Service.
8. Register students in courses when needed if an advisor is not available.
9. Evaluate graduation applications and perform degree audits in addition to assisting with the graduation process, including rehearsal and ceremony.
10. Coordinate the preparation, processing, and record keeping of student graduation diplomas.
11. Complete Degree Verify processing in the National Student Clearinghouse platform.
12. Review and maintain Family Educational Rights and Privacy Act (FERPA) / Leon's Law documentation.
13. Assist with Veteran Services student processes and support the timely processing of veterans' educational benefits.

REPORT PREPARATION

1. Prepare reports for the North Carolina System Office, including the Curriculum and Workforce and Continuing Education FTE Report and Student Registration Data Reports due at the end of each semester (three times per year).
2. Run reports using Colleague and Entrinsik Informer from the Curriculum and Workforce and Continuing Education student database when requested.

SUPPORT OF MISSION

1. Attend Curriculum and Continuing Education training offered by the System Office.
2. Participate in the Regional Registrars'/Admissions group.
3. Participate and serve on College committees.
4. Perform any other duties as needed, including registering students, entering grades, issuing transcripts, and assisting with special outreach events.
5. Assist in recruitment and retention of students.
6. Participate in College events and activities.

PROFESSIONAL DEVELOPMENT

1. Must maintain current knowledge of programs, trends, and new developments in the area of community college administration.

ADDITIONAL RESPONSIBILITIES

1. Perform other duties as assigned.

Minimum/Required Qualification:

• Associate Degree or higher.
• Knowledge of student records and record-keeping practices.
• Proficiency with Microsoft Office Suite.
• Highly organized with strong written and verbal communication skills, including command of English grammar.
• Strong mathematical and interpersonal skills.
• Two to three years of administrative experience in a fast-paced office environment.
• Ability to manage multiple assignments, prioritize responsibilities, and meet deadlines.

What are the Physical Requirements of job?

• Occasionally requires lifting (10-15 pounds), repetitive finger and wrist movement, and reaching both high and low

Equipment

• Generally, this employee must be able to operate office equipment such as a personal computer, fax machine, photocopier, etc.
• Travel is an expected part of the job.

This position will be open until filled.