Registrar

HCI; West Palm Beach (FL); Hybrid; USD 42,000 - 66,000; Full time

Job summary

HCI in Florida is seeking a Registrar to oversee all academic record keeping, including maintenance, verification, and privacy compliant handling of student files. The role involves collaboration with faculty and staff, timely processing of degree audits, diplomas, and graduation verifications, and ensuring accuracy and compliance across federal, state, and accreditation standards.

You will manage registrations, update records in Nexus/Campus Vue, handle transcript requests, and respond to

Qualifications

• High School Diploma or GED required.
• Associate degree or higher preferred.
• Experience with complex data systems in higher education preferred.
• Knowledge of FERPA preferred.

Responsibilities

• Registering new students.
• Application maintenance and file coding.
• Degree audit review.
• Diploma ordering and processing.
• Major/minor/concentration changes and related degree completion tasks.
• Administrative matriculation of all new students.
• Maintains and updates academic records and files; ensures integrity of transcripts and enrollment documents.
• Posts grades and records changes; processes tuition and grade entries.
• Responds to student disputes and transfer credit evaluations as needed.

Skills

Customer service

Microsoft Office

Data integrity

Ethical standards

Education

High School Diploma/GED

Associate degree or higher

Tools

Campus Vue/Nexus

Job description

Description

Position Summary:

The Registrar is responsible for all academic record keeping including compilations, maintenance and tracking for student academic records. This comprises internal and external uses, maintenance of all students’ files including new, current, graduate, dropped and canceled students. The Registrar is also accountable for tasks, communication, and procedures for all graduation verification and processing. This position is required to work in a fast-paced environment while independently managing multiple tasks and projects with competing priorities and deadlines. All duties must be conducted in accordance with the mission, vision and core values of HCI; serving and assisting in a positive and professional manner for students, faculty and staff in the areas of customer service, respect, communication, collaboration and excellence. The Registrar must be able to demonstrate a sensitivity to the needs of students, faculty and staff as well as demonstrate commitment to HCI’s comprehensive learning programs. The Registrar works directly with faculty and staff to troubleshoot and resolve attendance issues. The Registrar is also responsible for ensuring the integrity, accuracy, confidentiality and maintenance of student records in compliance with all federal, state and accreditation regulations and should be able to respond to all inquiries expected in an audit or accreditation process.

Essential Duties and Responsibilities:

• Registering new students.
• Application maintenance and file coding.
• Degree audit review.
• Diploma ordering and processing.
• Major/minor/concentration changes and other processes associated with degree completion/clearance.
• Administrative matriculation of all new students.
• Maintains and updates academic records and files for new, current and former students. Assures the integrity of files, folders, transcripts, grades, grade reports, and enrollment documentation for all students, entering grades and all pertinent student information into NEXUS.
• Posts evaluated, nontraditional and transfer credit to students' records, including special titles and messages to permanent records and processes grade changes and tuition rebate requests.
• Assesses and revises academic status for accuracy, performs clerical and receptionist duties involving proper handling of phone calls.
• Researches, analyzes, and resolves student disputes as they relate to transfer credit, evaluations and graduation applications.
• Enters and tracks all student attendance, reviewing accuracy immediately following class completion and aggressively tracks late grades.
• Assists in processing student leaves of absence and withdrawals.
• Verifies and records transcripts received for prospective students.
• Determines when an applicant file is ready for evaluation. Enters applicant records into the learner database after the enrollment is approved by the Systems’ Registrar.
• Manages all course registrations for current students and records all extensions.
• Responsible for the accurate and punctual posting of final grades for courses at the end of each term.
• Works cooperatively with other administrative departments and cohorts.
• Regular and reliable attendance.
• Comply with all governmental regulations and standards of accreditation.
• Perform other duties and responsibilities as assigned.

Requirements

Skills and Qualifications:

• Computer literacy skills including functional knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams, Outlook, etc.) and Campus Vue/Nexus.
• Excellent customer service skills.
• A willingness to follow high ethical standards.

Education/Experience:

• High School Diploma/GED (Required)
• Associate’s degree or higher from an accredited college or university or equivalent (Preferred)
• Experience working with complex data systems in a higher education setting (Preferred)
• Knowledge of FERPA (Preferred)