Registrar Assistant- AZ

Midwestern University; Glendale (AZ); On-site; USD 38,000 - 52,000; Full time

Job summary

Midwestern University is seeking a Registrar Assistant to provide frontline customer service in the Office of the Registrar. You will greet visitors, answer phones, and manage high volumes of emails while assisting with general administrative tasks under the Associate Registrar.

Responsibilities include processing enrollment verifications, transcripts, and diploma orders via Parchment, plus maintaining student records and assisting with graduation activities and catalog updates.

Qualifications

• High School Diploma, GED, or equivalent required.
• Associate's degree preferred.
• 3–5 years’ experience in a team environment with a focus on customer service is required.

Responsibilities

• Provide frontline customer service by answering phones, greeting visitors, and handling emails in a professional, courteous manner.
• Process enrollment verification, graduation verification letters, diploma orders, and official transcript requests via Parchment.com.
• Handle enrollment verification requests from employers and institutions with accuracy and FERPA compliance.
• Grant and modify student tracking, add/drop, and access permissions as authorized.
• Maintain electronic filing and scanning of academic records; monitor legal name changes.
• Support registrar operations including reports, catalog updates, and graduation activities.

Skills

Customer service

Teamwork

Education

High School Diploma, GED, or equivalent

Associate's degree preferred

Tools

MS Office

SharePoint

Student SIS

Job description

Summary

The Registrar Assistant is responsible for providing frontline customer service for the Office of the Registrar, which includes greeting visitors, answering phones, responding to a high volume of email inquiries, and assisting with general administrative tasks. This position reports to the Associate Registrar.

• Provide excellent customer service on behalf of the Office of the Registrar by answering and directing phone calls, responding to a high volume of email inquiries, greeting and assisting students, alumni, faculty, staff, and other visitors, and addressing general questions in a professional, courteous, and timely manner.
• Process verification of enrollment forms, graduation verification letters, duplicate diploma orders, and official transcript requests through our academic credential management platform, Parchment.com.
• Responsible for processing a high volume of enrollment verification requests from employers, educational institutions, licensing boards, and other external organizations, ensuring accuracy, FERPA compliance, and timely service delivery.
• Grant and modify student tracking, add/drop, academic reports, and related online system access permissions as authorized.
• Maintain the electronic filing system for student records, including scanning and uploading academic records.
• Monitor and process legal name change requests.
• Prepare and submit regularly scheduled National Student Clearinghouse reports.
• Review graduate scan files for accuracy based on departmental record retention policy.
• Assist with graduation activities as assigned.
• Assist with updating the Registrar LMS courses
• Uploads block schedules in accordance with the block schedule policy
• Maintain office supply inventory and order office supplies as required.
• Coordinate invoice processing and submit check and PO requests.
• Adhere to FERPA regulations and maintain a high level of confidentiality.
• Assist with updating Registrar policy and procedure manual as assigned.
• Maintain familiarity with the student handbook.
• Supports the annual catalog updating process by assisting with communications, distributing deadline reminders, and maintaining project documentation.
• Attend training workshops/seminars as deemed appropriate by Registrar or Associate Registrar.
• Maintain a professional office presence.
• Perform other duties as assigned.

Summary

The Registrar Assistant is responsible for providing frontline customer service for the Office of the Registrar, which includes greeting visitors, answering phones, responding to a high volume of email inquiries, and assisting with general administrative tasks. This position reports to the Associate Registrar.

Essential Duties And Responsibilities

• Provide excellent customer service on behalf of the Office of the Registrar by answering and directing phone calls, responding to a high volume of email inquiries, greeting and assisting students, alumni, faculty, staff, and other visitors, and addressing general questions in a professional, courteous, and timely manner.
• Process verification of enrollment forms, graduation verification letters, duplicate diploma orders, and official transcript requests through our academic credential management platform, Parchment.com.
• Responsible for processing a high volume of enrollment verification requests from employers, educational institutions, licensing boards, and other external organizations, ensuring accuracy, FERPA compliance, and timely service delivery.
• Grant and modify student tracking, add/drop, academic reports, and related online system access permissions as authorized.
• Maintain the electronic filing system for student records, including scanning and uploading academic records.
• Monitor and process legal name change requests.
• Prepare and submit regularly scheduled National Student Clearinghouse reports.
• Review graduate scan files for accuracy based on departmental record retention policy.
• Assist with graduation activities as assigned.
• Assist with updating the Registrar LMS courses
• Uploads block schedules in accordance with the block schedule policy
• Maintain office supply inventory and order office supplies as required.
• Coordinate invoice processing and submit check and PO requests.
• Adhere to FERPA regulations and maintain a high level of confidentiality.
• Assist with updating Registrar policy and procedure manual as assigned.
• Maintain familiarity with the student handbook.
• Supports the annual catalog updating process by assisting with communications, distributing deadline reminders, and maintaining project documentation.
• Attend training workshops/seminars as deemed appropriate by Registrar or Associate Registrar.
• Maintain a professional office presence.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The individual must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And/or Experience

High School Diploma, GED, or equivalent required; Associate's degree preferred. 3-5 years’ experience working in a team environment with a high focus on customer service required. Prior experience working in a Registrar Office or other administrative area within higher education preferred. Experience supporting a diverse community is a plus.

Computer Skills

Computer proficiency in MS Office (Word, Excel, Power Point, PowerPoint, Outlook) required. Microsoft SharePoint and familiarity with Student SIS is preferred.

Mathematical Ability

Intermediate skills: Ability to calculate figures and amounts such as discounts, interests, commissions and proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

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. The employee is regularly required to walk; reach with hands and arms. The employee is frequently required to sit, use hands to finger, handle, or feel; talk and hear. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech-language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability and pet insurance. We offer flexible spending accounts, including healthcare reimbursement and a child/dependent care account. We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, a child care subsidy reimbursement program, identity theft protection, and an employee assistance program. Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Experience

Required

• 3-5 years’ experience working in a team environment with a high focus on customer service required.

Education

Required

• High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.