Office Manager, Registrar

Fairfield University; Fairfield (CT); On-site; USD 30,000 - 34,000; Full time

Job summary

Fairfield University is seeking an Office Manager, Registrar to oversee the Registrar’s Office operations, manage staff and student records, and ensure compliance with FERPA and university policies. The role supports daily workflows, data integrity, and effective service to students, alumni, faculty, and external agencies.

The position reports to the Senior Associate Registrar, coordinates with IT and Finance, and may involve supervising student workers, transcript processing, and enrollment

Qualifications

• Associate degree required; Bachelor’s preferred.
• At least 1 year of related experience in higher education.
• Experience with student information systems and records management preferred.

Responsibilities

• Oversee daily operations of the Registrar’s Office, including scheduling, correspondence, and supplies management.
• Provide front-line support to students, faculty, and staff with registration and academic records inquiries.
• Maintain office systems and databases to ensure efficiency and data integrity.
• Manage communications and respond in a timely manner.
• Assist with transcript processing, enrollment verifications, graduation applications, and calendar updates.
• Monitor the office budget and coordinate with Finance for reporting and compliance.
• Liaise with IT for SIS support and system improvements.
• Supervise and train student workers.

Skills

Communication

FERPA knowledge

Data entry

Recordkeeping

Confidentiality

Customer service

Problem solving

Education

Associate degree

Bachelor’s degree

Tools

Ellucian Banner/Workday

DocFinity

MS Office

Job description

Fairfield University is a co-educational, comprehensive Jesuituniversity with a 200-acre campus located along the scenicshoreline community of Fairfield, CT. The University is comprisedof approximately 3,500 undergraduate and 1,200 graduate studentspursuing degrees within 5 schools: The College of Arts andSciences, The Charles F. Dolan School of Business, The School ofEngineering, The Marion Peckham Egan School of Nursing and HealthStudies, and School of Education and Human Development. As anexpression of our Jesuit, Catholic mission and identity, Fairfieldembraces a liberal humanistic approach to education, encouragingcritical thinking, cultivating free and open inquiry, and fosteringethical and religious values.

Job Description:

Summary Statement:

Fairfield University seeks an Office Manager, Registrar . TheOffice Manager, Registrar supports the daily operations of theRegistrar’s Office by oversees daily workflows, staff coordination,records management, and customer service functions. This role playsa vital part in delivering excellent service to students, alumni,faculty, and external agencies, upholding institutional standards,and supporting compliance with university policies and federalregulations (e.g., FERPA). Reporting to the Senior AssociateRegistrar, the Office Manager, Registrar will be the primaryliaison and front-line support within the Office of the UniversityRegistrar.

Relationships:

Reports to: Senior Associate Registrar

Staff: Student Workers

Other Internal Contacts: Deans; Academic Department Chairs;Academic Program Coordinators and Operations Assistants; Faculty;Students; Directors; Director Event Planning, Facilities Planning,Information Technology Services, Director of Marketing & Communication; Director of Institutional Research; Bursar; Directorof Financial Aid

External Contacts: Vendors; State and Federal Agencies; Regional and National,Associations; Parents

Responsibilities:

Office Operations and Administration:

• Oversee the daily operations of the Registrar’s Office,including scheduling, correspondence, and supplies management.
• Provide front-line support to students, faculty, and staff withregistration and academic records inquiries.
• Maintain office systems and databases to ensure efficiency anddata integrity.

• Manage incoming and outgoing communications, ensuring timelyand accurate responses.

• Support a collaborative and positive work environment withinthe office.
• Assist with transcript processing, enrollment verifications,graduation applications, and academic calendar updates.
• Monitor and manage the office budget, including purchasing,invoicing, and tracking expenses.
• Coordinate with Finance and other departments for financialreporting and compliance.
• Serve as a liaison for IT system support related to studentinformation systems
• Identify opportunities for process improvements and assist inimplementing new systems or upgrades.
• Manage graduation event items, honors, and distinctions forgraduating students and special guests.
• Supports the Senior Associate Registrar and UniversityRegistrar with office operations while exercising sound judgment,diplomacy, and confidentiality when interacting with students,parents, faculty, staff, and external constituencies

• Assist in supervising and training student workers.

Student Academic Record Responsibilities:

• Collaborate with the Registrar’s team to ensure consistent dataentry and timely updates in the Student Information System (e.g.,Workday, Docfinity).
• Provide clerical and administrative support to the Office ofthe Registrar, including scanning, filing, data entry, and managingsensitive student documentation.
• Process business processes through our student informationsystem including maintenance and update to student records forpersonal information, address updates, and student cohorts.
• Maintain and verify demographic information as needed.
• Process course substitutions, waivers, and revisions toanticipated completion dates.
• Process independent study requests, internship requests, coursedrops, withdrawals, and other various ad hoc requests fromdepartments on campus.
• Maintain academic progress reports, including creating andupdating academic programs of study for majors, minors andconcentrations.

Data Management, Registration and Reporting:

• Assists with maintenance of student academic records; security,accuracy, and preservation of academic credentials in accordancewith university policy, accreditation standards, and privacylaws.
• Assists with maintenance of databases and systems for trackingdegree progress, student enrollment, and graduation status.
• Provide accurate data to internal and external stakeholders,including accreditation bodies, state agencies, and institutionalleadership.
• Assists with Incoming First Year Orientation andRegistration
• Assists with Registrar-related activities for BellarmineAssociate’s Degree students
• Work closely with Information Technology Services (ITS) onprojects, ticket management processes, and training.

Development and Compliance:

• Monitor and ensure compliance with university, state, andfederal regulations regarding academic records.
• Stay current with changes in higher education laws and policiesthat impact academic records.
• Provide reports on academic records as requested.
• Participate in implementing innovative products/systems thatstreamline and improve new and current SIS processes and proceduresrelated to various work areas in office and across campus.
• Participate in professional development opportunities (classes,workshops, conferences, etc.) related to job duties and officeneeds.
• Collaboration with campus partners to define needs, setpriorities, and implement effective administrative practicesthrough systems and business operations;
• Work to streamline, improve and document all new and currentSIS processes and procedures related to the functional area
• Represent the organization on meetings if requested and attendsUniversity events as required
• Assists with the development and implementation of policies andprocedures consistent with those of the organization to ensureefficient and safe operation of the unit.
• Organize and lead staff meetings to address ongoing issues,process improvements, and operational concerns.
• Performs miscellaneous job-related duties as assigned.

Knowledge, Skills and Abilities Required:

• Foster a collaborative environment and ensure staff have theresources needed to effectively perform their roles.
• Strong interpersonal and communication skills, both orally andin writing.
• The ability to work effectively with a wide range ofconstituencies in a diverse community.
• Ability to gather data, compile information, and preparereports.
• Troubleshoot technical issues with faculty and staff for avariety of student-related systems; when necessary, coordinate withcampus partners and third-party vendors
• Knowledge of the rules, regulations, and laws regarding studentrecords; scheduling and curriculum policies including FERPAregulations.
• Skill in examining and re-engineering operations andprocedures, formulating policy, and developing and implementing newstrategies and procedures.
• Ability to identify, prioritize, analyze and provide solutionsto problems.
• Ability to use project management skills to see prioritiesthrough to completion.
• Ability to maintain confidentiality of records andinformation.
• Ability to make administrative and procedural decisions andjudgments on sensitive, confidential issues.
• Ability to foster a cooperative work environment.

Minimum Education and/or Work Experience:

Associate’s degree required, Bachelor’s degree in related fieldpreferred. At least one or more years of related experience inhigher education.

Computer Skills

• Experience with Student Information Systems - Ellucian Bannerand/or Workday (including query writing) preferred
• Experience with credentialing and transcript software likeParchment or other related systems.
• Experience with DocFinity or other document managementsoftware
• Advanced Proficiency with MS Office Suite, Internet and emailapplications.
• Experience with ticketing systems
• Experience with remote meeting products (Zoom, Teams, WebEx, Slack,etc.)

The expected wage range for this position is$21.82-$24.82.

Category:

Academic - Staff

Performs such other duties, responsibilities, and activities asrequired by supervisor and as departmental/University needsindicate.

*Disclaimer

The above information indicates the general nature and level ofwork performed by employees within this classification. It is notdesigned to contain and should not be interpreted as acomprehensive inventory of all duties, responsibilities,activities, and/or qualifications required or expected of employeesassigned to this job. Duties, responsibilities, and activities maychange and new ones may be assigned at any time, with or withoutnotice.

All offers of employment are contingent upon a satisfactorybackground check.

Fairfield University provides equal employment opportunities to allemployees and applicants for employment and prohibitsdiscrimination and harassment of any type without regard to race,color, religion, age, sex, national origin, disability status,genetics, protected veteran status, sexual orientation, genderidentity or expression, or any other characteristic protected byfederal, state or local laws. This policy applies to all terms andconditions of employment, including recruiting, hiring, placement,promotion, termination, layoff, recall, transfer, leaves ofabsence, compensation and training.

Eligible employees may receive health, dental, retirement, paidtime off, tuition benefits, and other benefits according toinstitutional policy. Fairfield University Benefits