Program Administrator (Registrar & Records - WCC)

SUNY Westchester Community College; Town of Mount Pleasant (NY); On-site; USD 88,000 - 117,000; Full time

Benefits offered by this job

Health coverage

Pension plan

Leave benefits

Tax sheltered annuities

Job summary

SUNY Westchester Community College is seeking a Program Administrator to manage Registrar Office operations, ensure accurate student records, and support compliance with SUNY and FERPA requirements. The role includes supervising staff, coordinating enrollment services, and handling academic records with a focus on data integrity and policy adherence.

The position emphasizes leadership in daily operations, collaboration with college stakeholders, and a commitment to equitable service delivery to

Qualifications

• Requires a Bachelor's Degree with 3 years in a Registrar Office or 4 years with supervisory experience
• Satisfactory completion of credits toward a Master's Degree may substitute for experience
• Demonstrates responsiveness to diverse backgrounds and equity-minded practice

Responsibilities

• Coordinate registration, student records, enrollment processing, and transcript services.
• Interpret academic policies and ensure FERPA compliance and data privacy.
• Review and improve records management procedures and internal controls.
• Assist with annual budget preparation and reporting, and represent the Registrar in committees.
• Oversee student information systems functionality and data accuracy with IT.
• Provide leadership in daily Registrar operations and maintain business continuity.
• Support reporting and regulatory inquiries related to student records and enrollment.

Skills

Regulatory compliance

Data analysis

Policy interpretation

Communication

Project management

Supervisory experience

Education

Bachelor's Degree in Education or Public/Business Administration

Tools

Oracle PeopleSoft Campus Solutions

Degree Works

Electronic transcript systems

Job description

Location: Valhalla, NY Category: Staff Positions Job Type: Full-time Posted On: Fri Nov 6 2026

Job Description

Responsibilities

Under the general direction of the Registrar, the Program Administrator assists with the planning, administration, coordination, and evaluation of the operations of the Registrar's Office. The position provides advanced administrative and functional support to the Registrar and exercises independent judgment in the administration of student records, registration, academic records, enrollment reporting, and related services. The Program Administrator supports the Registrar in ensuring the accuracy, integrity, security, and appropriate maintenance of student academic records and the effective delivery of services to students, faculty, and college personnel. Responsibilities include:

Student Records and Compliance

• Coordinate administrative processes related to registration, student records, enrollment processing, academic standing, degree and certificate completion, transcript services, and related Registrar functions.
• Coordinate complex records-related matters, including academic standing, graduation eligibility, residency determinations, transcript and enrollment verification, and the interpretation of academic policies and procedures.
• Review procedures for the collection, maintenance, release, and protection of student academic records and confidential information.
• Assist in ensuring the accuracy, integrity, and appropriate maintenance of student academic records.
• Assist the Registrar with interpreting and implementing College, SUNY, New York State, and federal policies, regulations, and requirements affecting student records and academic administration.
• Support compliance with the Family Educational Rights and Privacy Act (FERPA), records retention requirements, and applicable student information privacy and security standards.
• Assist with enrollment and student records reporting, data review, audit preparation, regulatory inquiries, and the development of operational reports.
• Develop and review administrative procedures and internal controls to promote accurate, consistent, and compliant records management practices.

Operational Leadership

• Assist the Registrar in planning, coordinating, and overseeing the daily administrative operations of the Registrar's Office.
• Assist in developing, implementing, reviewing, and updating office policies, procedures, workflows, and internal controls to ensure effective and consistent operations.
• Coordinate office priorities, monitor workflow, identify operational needs, and recommend improvements to the Registrar.
• Assist the Registrar in maintaining continuity of essential office operations and provide administrative support in the Registrar's absence, as assigned.
• Assist the Registrar with annual budget preparation, monitoring, and fiscal reporting.
• Represent the Registrar, as delegated, at college meetings, committees, and cross-divisional initiatives.
• Perform other duties as assigned.

Student Information Systems

• Provide functional oversight and subject-matter expertise for Registrar-related student information systems, including Oracle PeopleSoft Campus Solutions, Degree Works, and electronic transcript and records platforms.
• Identify business needs, develop functional requirements, coordinate user acceptance testing, and validate system functionality and data accuracy in collaboration with Information Technology.

Job Requirements

Required Qualifications

It is required that the successful candidate possess either:

• Bachelor's Degree in Education, Public Administration, Business Administration and three years of experience in a Registrar's Office where the primary function of the position was educational administration, including two years of supervisory experience in a college; or
• Bachelor's Degree and four years of experience as defined in (a), including the supervisory experience in a college.

Satisfactory completion of 30 credits towards a Master's Degree may be substituted for each year of the experience as defined in (a). There is no substitution for the supervisory experience.

All candidates must have evidence of responsiveness to and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of non-traditional adult students, as these factors relate to the need for equity-minded practice.

Preferred Qualifications

• Has college Registrar operations, student records administration, registration, enrollment services, or related higher education administration experience.
• Has experience with Oracle PeopleSoft Campus Solutions, Degree Works, electronic transcript systems, and other student information systems.
• Is knowledgeable of FERPA, student records privacy, records retention, and applicable SUNY, New York State, and federal regulations.
• Demonstrates the ability to analyze data, prepare reports, manage complex records processes, and resolve sensitive or escalated student records matters.
• Has strong organizational, communication, problem-solving, project management, and interpersonal skills.
• Is able to exercise sound independent judgment and can manage competing priorities.

Additional Information

Position Effective

The position will remain open until filled.

Salary & Benefits

The starting salary for this position is $88,070. Additional compensation with seniority steps maximize at a salary of $116,892.

• Benefits include comprehensive health coverage
• a choice of defined benefit or defined contribution pension plan
• generous leave benefits
• access to tax sheltered annuities and a deferred compensation plan

Work Schedule

This is a full-time position with hours typically 9AM - 5PM, Monday through Friday, or as established by the college. Flexibility is required during peak registration, graduation, and other critical college operating periods and including evening and weekend work.