Registrar

Ancora Education; Tulsa (OK); On-site; USD 38,000 - 58,000; Full time

Job summary

Ancora Education seeks a Registrar to ensure the accuracy, privacy and security of all academic records, including transcripts, grades and attendance. The role supports FERPA compliance and collaborates with Education leadership, Admissions, and faculty to keep files complete and up-to-date.

The Registrar will maintain grade reports and student databases, process requests for transcripts, and assist with master class schedules and accreditation documentation.

Qualifications

• Bachelor’s degree or related experience.
• Knowledge of Microsoft Office and/or Google Workspace programs.
• Knowledge of Student Information Systems.
• Superior customer service and communication skills.
• Ability to multi-task and prioritize in a fast-paced environment.
• Ability to consistently meet all deadlines.
• Ability to work independently and in a team environment required.
• Attention to detail.

Responsibilities

• Maintains and archives student records in compliance with guidelines.
• Maintains attendance and population records and prepares reports.
• Processes grade reports, transcripts, and satisfactory progress records.
• Supports registration and course scheduling with program coordinators.
• Assists with accreditation reports and activities.
• Provides customer and administrative support and assists in commencements.

Skills

Microsoft Office

Google Workspace

Student Information Systems

Customer service

Communication

Multitasking

Deadline-oriented

Teamwork

CampusNexus

CampusVue

Education

Bachelor’s degree or related experience

Master’s Degree preferred

Tools

CampusNexus

CampusVue

Microsoft Office

Job description

Job Summary

The Registrar is responsible for the accuracy, integrity, privacy and security of all academic records including but not limited to: proof of graduation, attendance, student schedules, grades, SAP Appeals, SAP Academic Plans, transcripts, and graduation lists. They provide excellent customer service to students and to the functional departments on campus by responding to requests for information and assistance promptly. The Registrar is responsible for assuring that the campus is compliant with the Family Educational Rights and Privacy Act (FERPA). This position supports the functions of the Director of Education, Education Manager, Library/Resource Manager, Program Directors, and Faculty.

Key Responsibilities

I

• Maintains Student Records
• Creates, updates, and archives academic records and files for all students (i.e., active and inactive) to ensure files are accurate and complete and to ensure compliance with institutional, accreditation, federal, and state guidelines.
• Receives new student files and follows up with the Admissions Department to request any missing item(s) after a complete review.
• Communicates with the Director of Education and Director of Admissions on a weekly basis to discuss outstanding student record items and to ensure each new student file is complete.
• Files updated transcripts, schedules, and other correspondence on academic matters into student files in a timely manner.
• Audits academic student files for all graduating and withdrawing students and ensures completeness prior to archiving.

II

• Maintains Attendance and Population Records.
• Monitors attendance data on a daily basis and submits appropriate paperwork to relevant staff and faculty.
• Archives and maintains accuracy of attendance reporting to ensure compliance with institutional, accreditation, federal, and state guidelines.
• Prepares, obtains approval, and distributes student attendance notifications (e.g., Early Alert forms, Excessive Absence Notices, etc.).
• Maintains an accurate student population list in the student information system (CampusNexus).
• Retains back-up documentation of key information (e.g., starts, re-entries, withdrawals, dismissals, graduates, leaves, etc.) to ensure compliance with institutional, accreditation, federal, and state guidelines.
• Processes withdrawn and graduating students on a timely basis to ensure compliance with institution, federal, and state guidelines.
• Prepares and presents weekly, monthly, quarterly, and annual population reports to keep the Director of Education informed.

III

• Maintains Grade Reports, Transcripts, and Satisfactory Progress Records.
• Maintains accurate student transcripts for matriculated students.
• Processes credit transfer requests from other postsecondary institutions and prepares student notifications of acceptance/non-acceptance.
• Ensures final grades are entered into CampusVue and ensures student transcripts are complete.
• Spot-checks the computation of student grade point averages (i.e., current term and cumulative) to ensure accuracy.
• Ensures all "I" (Incomplete) grades are resolved promptly per school policy.
• Generates and presents reports to identify student performance against Satisfactory Academic Progress standards at the end of every term.
• Maintains a record documenting file review of students and actions taken based upon Satisfactory Academic Progress review and determination (e.g., probation, dismissal, etc.).
• Prepares and distributes notification letters for probation and dismissal of students.
• Prepares a list of expected candidates for graduation for the upcoming two terms and presents to Director of Education for review before the end of the second week of the term.
• Creates and distributes certificates for Dean's List, Honors, and Perfect Attendance based upon previous term's grades/attendance at the beginning of each term.
• Orders/processes graduating student diplomas.
• Processes requests for official transcripts and distributes them in a timely manner.
• Ensures accuracy of grading legend on academic transcript form and that it exactly matches what is printed in the catalog.

IV

• Supports Student Registration and Course Scheduling.
• Assists the Director of Education and Program Coordinators in the formulation of the Master Schedules of Classes for upcoming terms in a timely and efficient manner.
• Assists the Director of Education and Program Coordinators with the registration of students.
• Provides continuing student schedules for the upcoming term no less than three weeks before the end of the current term.
• Ensures all continuing students receive final class schedules for the next term prior to the final week of the current term.
• Prepares class schedules for distribution to new students during the new student orientation.

V

• Assists with Accreditation Reports and Activities.
• Maintains master syllabi files and archives them by date and course to ensure compliance with institutional, accreditation, federal, and state guidelines.
• Gathers and provides academic information to assist with the preparation of accrediting, federal (IPEDS), state licensure, and agency reports.
• Assists with the preparation of accreditation materials and reports (e.g., Institutional Self-Studies, Annual Summary Report, etc.) for accrediting and approving bodies.

VI

• Provides Customer Support and Administrative Support.
• Provides information to others on proper methods of record keeping (e.g., attendance, grading, start-of-term procedures, end-of-term submissions, etc.) as needed.
• Assists in the organization of commencement exercises and related activities.
• Remains accessible to students on a regular basis for questions and/or concerns.
• Maintains current personal knowledge of federal, state, and institutional regulations in providing support to academic personnel and students.
• Participates in professional development activities and in-service programs.
• Performs other duties and responsibilities as assigned by the Director of Education or Campus Director.

Experience and Education Required

• Bachelor’s degree or related experience
• Knowledge of Microsoft Office and/or Google Workspace programs
• Knowledge of Student Information Systems
• Superior customer service and communication skills
• Ability to multi-task and prioritize in a fast-paced environment
• Ability to consistently meet all deadlines
• Ability to work independently and in a team environment required
• Attention to detail

Experience and Education Preferred

• Master’s Degree preferred
• Three years of experience in a Registrar’s Office preferred
• Experience with student management software (e.g., CampusNexus)
• Experience in building schedules for course delivery

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is usually not exposed to weather conditions. The noise level in the work environment is usually moderate.

Note

This is not necessarily an exhaustive list of all responsibilities, skills, duties, or requirements associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or require that other or different tasks be performed when circumstances change.

I have read and understand the above job description. I further understand that this is not an all-inclusive list and does not constitute a contract. My employment remains at will as with all employees of Ancora Education.