Registrar Office Administrative Specialist

PeopleAdmin, Inc.; Ontario (CA); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

Health and wellness plan

Tuition remission for employee, spouse

Generous 403B retirement plan

Generous time off plan

Job summary

University of La Verne is seeking a Registrar Office Administrative Specialist to support Registrar operations and the Dean’s Office with social media content, digital content management, and event support. The role emphasizes confidentiality, data accuracy, and multitasking in a fast-paced environment.

The position focuses 80% on registrar duties—document processing, scanning, and records maintenance—with 20% supporting institutional initiatives and communications.

Qualifications

• Minimum of 1–2 years of administrative or coordination experience.
• Strong attention to detail, especially in scanning, filing, and data entry.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and comply with FERPA.
• Proficiency with Microsoft Office (Outlook, Word, Excel); willingness to learn Banner and other systems.
• Strong organization, time management, and prioritization abilities.
• Experience with social media.

Responsibilities

• Serve as a primary point of contact for students, faculty, staff, and visitors, ensuring timely and accurate support.
• Manage daily office operations, including phones, shared email inboxes, and walk-in traffic.
• Scan, file, and organize student documents, records, petitions, forms, and archival materials in FERPA-compliant systems.
• Perform accurate data entry in spreadsheets, internal tracking systems, and student information databases.
• Maintain digital and physical filing systems to ensure records are current and accessible.
• Support exam administration including printing materials, assembling packets, setting up rooms, distributing exam materials, and proctors.
• Prepare correspondence, forms, reports, and internal documents as directed.
• Coordinate room reservations, event logistics, and vendor communications.
• Provide support for Registrar-related projects and student-facing services.
• Develop and manage College Communications and Events materials and campaigns.
• Create social media content for CLPS platforms and assist with branding.

Skills

Administrative experience

Attention to detail

Communication skills

FERPA compliance

Microsoft Office

Social media

Canva

Adobe Express

Banner (SIS)

Qualtrics

Tools

Banner (SIS)

Qualtrics

Canva

Adobe Express

Job description

Please see Special Instructions for more details.

The University of La Verne is unable to provide sponsorship for work visas at this time. Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.

Job Vacancy Announcement

Position Information

Functional Title

Position Type

Position Type Classified

Appointment Type

Appointment Type Regular

FTE %

100%

Work Schedule (if atypical)

8:00 a.m. – 5:00 p.m.
Includes late evenings for two weeks each semester, as well as occasional evening events.
Requires 2–3 Saturdays per semester as needed.

University Overview

Embark on an exciting journey with the University of La Verne, where your career aspirations come to life in a vibrant and welcoming environment. Established in 1891, our diverse and inclusive community is more than just a university—it’s a home for passionate individuals like you.
At the University of La Verne, we embody four core values that set us apart—Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning, and Civic and Community Engagement. If you’re fueled by these principles and are eager to make a meaningful impact, your journey begins here.
With a rich history spanning 132 years, the University of La Verne boasts a global Leo Family of 89,000+ accomplished alumni. As the #1 private university in California for social mobility according to U.S. News and World Report 2024, and recently recognized as the 33rd Best U.S. College by the Wall Street Journal 2024, we take pride in our commitment to excellence in education.
Join us in shaping the future, where your passion meets purpose. Come be part of something extraordinary and apply today!

Diversity Statement

The University supports a diverse and inclusive environment where students recognize and benefit from the life experiences and viewpoints of other students, faculty, and staff. Diversity is an active and intentional practice that supports difference and multiplicity to expand knowledge, educate capable citizens, develop the whole person, and serve our local and global communities. Promoting and sustaining diversity is a commitment to educational quality and the creation of positive, respectful learning communities.

Job Description Summary

The Registrar Office Administrative Specialist provides comprehensive administrative, operational, and communication support to the Registrar’s Office and the College of Law & Public Service. Approximately 80% of the role focuses on Registrar operations, document processing, scanning and filing, and maintaining accurate student records. The remaining 20% supports the Dean’s Office, including social media creation, digital content management, event support, and institutional initiatives.
This role requires strong organization, attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Minimum Qualifications

• Minimum of 1–2 years of administrative or coordination experience.
• Strong attention to detail, especially in scanning, filing, and data entry.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and comply with FERPA.
• Proficiency with Microsoft Office (Outlook, Word, Excel); willingness to learn Banner and other systems.
• Strong organization, time management, and ability to prioritize tasks effectively.
• Experience with social media.

Preferred Qualifications

• Experience with social media content creation.
• Familiarity with Canva, Adobe Express, or similar design tools.
• Experience with Banner, Qualtrics, or other student information systems

Benefits Summary

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation.
Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University’s 403B retirement plan, and a generous time off plan.
Employment is contingent upon successful completion and clearance of a background check and employment verification.

Location

Location Ontario CA, College of Law

Number of Vacancies

Number of Vacancies 1

Physical Demands Summary

The physical demands include the ability to sit, stand, walk, bend, and lift up to 20 pounds occasionally. Clear verbal and written communication is essential, as the position involves frequent interaction with colleagues, clients, or external partners.
The noise level is generally low to moderate. The position may occasionally involve meeting deadlines or managing multiple priorities, which can require sustained focus and mental stamina.

Do the essential functions of this job require lifting?

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

If yes, list maximum weight and duration The ability to regularly lift and carry objects weighing around 50 pounds, with occasional need to lift heavier items up to 75 pounds, depending on the job and pipe sizes involved; this often includes carrying pipes, fittings, and tools while navigating t

Describe work environment

Describe work environment This position is based in a standard office environment and primarily involves sedentary work. Employees are expected to spend extended periods of time working at a desk, using a computer, and engaging in routine office tasks such as emailing, attending m

Duties

College Communications and Events

• Develop, coordinate, and oversee college wide communications, and events
• Cultivate event plan/theme and budget.
• Develop, coordinate, and oversee event marketing, oversee social media campaigns, newsletter and webpage story-telling.
• Develop, coordinate and oversee the collection, archival and compilation of accreditation data for College accreditors (in collaboration with CLPS’s Registrar’s Office).

Percentage Of Time 20%

Primary Responsibilities – Registrar’s Office & Law School Operations

• Serve as a primary point of contact for students, faculty, staff, and visitors, ensuring timely and accurate support.
• Manage daily office operations, including phones, shared email inboxes, and walk-in traffic.
• Scan, file, and organize student documents, records, petitions, forms, and archival materials in compliance with FERPA and institutional policy.
• Perform accurate data entry in spreadsheets, internal tracking systems, and student information databases.
• Assist with maintaining digital and physical filing systems to ensure records are current and easily accessible.
• Support exam administration including printing materials, assembling packets, setting up rooms, distributing exam materials, and assisting proctors.
• Prepare correspondence, forms, reports, and internal documents as directed.
• Coordinate room reservations, event logistics, and vendor communication.
• Provide support for Registrar-related projects, workflows, and student-facing services.

Percentage Of Time 60%

Social Media & Events Support

• Create, design, and schedule social media content for CLPS platforms (Instagram, Facebook, LinkedIn).
• Develop graphics, newsletters, short videos, event highlights, and promotional posts.
• Capture photos and videos during CLPS events for digital use.
• Maintain consistent branding, messaging, and tone in collaboration with the Dean’s Office.
• Assist with planning and coordinating major events such as orientation, commencement, and student engagement programs.
• Support other departments during high-volume periods (Admissions, Student Affairs, Operations).
• Perform additional duties as assigned by the Dean’s Office.

Percentage Of Time 20%

Salary Range

Minimum: $21.86

Maximum: $23.91

Special Instructions to Applicants

The University of La Verne is unable to provide sponsorship for work visas at this time. Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.

Open Date

12/08/2025