Registration Services Specialist

E03 Vermont State University; Castleton (VT); Hybrid; USD 22,000 - 32,000; Full time

Job summary

Vermont State Colleges System in Vermont is seeking a Registrar/Office Manager to oversee daily Registrar's Office operations, transfer credit evaluations, and course scheduling. The role ensures accurate record maintenance and compliance with policies while coordinating with faculty, staff, and students.

The position emphasizes attention to detail, strong organizational and customer service skills, and the ability to work in a dynamic university setting across multiple campuses.

Qualifications

• Bachelor’s degree in an appropriate discipline, plus two years of relevant records administration experience, or an equivalent combination.
• Familiarity with higher education records and policy procedures is preferred.
• Strong customer service and communication skills required.

Responsibilities

• Manage daily Registrar's Office operations and transfer evaluations.
• Assist with pre-registration, course scheduling, and diploma/ transcript processing.
• Oversee degree audits, diplomas, and official transcripts for graduates and current students.
• Maintain student records, ensuring compliance with policies and regulations.
• Respond to inquiries from students, faculty, staff, and others, and interpret policies.

Skills

Customer service

Administrative skills

Organizational skills

Analytical reading & math

Education

Bachelor's degree + 2 years records experience

Tools

Record systems software

Job description

BASIC FUNCTION

To assist with all facets of managing central student records and other Registrar's Office functions, with primary responsibility for daily office management. Assist with transfer evaluations and course scheduling.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Manage daily Registrar's Office operations.
• Implement pre-registration and registration procedures, ensuring that students are registered in a timely and accurate manner and that registration information is distributed to various University offices as required.
• Supervise/assist with course scheduling, classroom assignments and final term schedule production.
• Supervise/assist with the maintenance of student records, including official University records, active files on graduates, inactive files on separated students, and so forth.
• Ensure compliance with all applicable internal and external policies and regulations.
• Fill information requests and answer a wide range of questions related to student records and files from students, faculty, staff, and administrators.
• Interpret standard policies and investigate and resolve problems, referring unusual situations to the Senior Associate Registrar.
• Supervise/assist with the updating and correction of computerized student records; work with data processing staff in investigating and resolving various day-to-day problems related to computerized record systems.
• Coordinate, supervise or carry out the compiling of data and preparation of reports from files and computerized records.
• Oversee the issuance of official grade reports to students and disseminate them to faculty and staff, as necessary.
• Supervise and coordinate degree audits and the preparation of diplomas for graduating students.
• Supervise/assist with the furnishing of official transcripts and related information to authorized persons.
• Assist with the evaluation of transfer credits for incoming students, including initial evaluation at time of acceptance and final reevaluation and records updating and processing at time of registration.
• Inform and advise current or prospective transfer students regarding transfer credit guidelines and procedures.
• Confer frequently with supervisor, other administrative offices/staff, faculty, students, and parents to plan, coordinate, and evaluate activities/policies/systems, exchange information, explain and interpret policies and procedures, and investigate and resolve problems.
• Serve on University committees as requested.
• Represent the Registrar's Office at various University functions.
• Keep abreast of current developments in the field.

SUPERVISION RECEIVED

General supervision is received from the University Registrar and direct supervision is received from the Associate Registrar.

MINIMUM QUALIFICATIONS

• A Bachelor’s degree in an appropriate discipline, plus two years of relevant records administration experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

PREFERRED QUALIFICATIONS

• Previous Registrar's Office experience desirable.

KNOWLEDGE, SKILLS, & ABILITIES

• Knowledge: Familiarity with higher education organizational structures and academic policies.
• Knowledge: Knowledge of records administration and report preparation.
• Knowledge: Understanding of the psychological and cultural characteristics of economically and educationally disadvantaged students, particularly in a rural setting, in the context of supporting transferring credits.
• Skills: Demonstrated customer service skills.
• Skills: Strong skills in administering complex record systems, including some experience with computerized information systems.
• Skills: Good organizational, administrative, and supervisory skills.
• Skills: Proficient reading, math, and analytical skills.
• Skills: Excellent interpersonal and oral and written communication skills.
• Abilities: Ability to deal effectively with a wide variety of individuals within and outside of the University.
• Abilities: Demonstrated ability to work in a fast-paced environment and adapt to changing work processes.
• Abilities: Demonstrated ability to support a diverse community and promote diverse perspectives and cultures in an inclusive environment.

LOCATION

Any of the five Vermont State campuses; hybrid arrangements considered.

SCHEDULED HOURS WEEKLY

37.5

EMPLOYMENT DETAILS

• Budgeted Wage for this Position: $19.71 per hour
• Exempt Status: Non-Exempt
• Grade: S10

At the Vermont State Colleges System (VSCS), our mission is grounded in empowering students and strengthening communities across Vermont. When you join our team, you become part of a dedicated, statewide community that believes in the transformative power of education — not only in the classroom, but in careers, lives, and local economies.

VSCS encompasses Vermont State University, the Community College of Vermont, and our System Office, with 12 centers, 5 campuses, and more than 10 additional learning sites across the state.

Deeply rooted in our communities, we provide affordable, flexible, and innovative programs designed to meet the needs of today’s learners — from recent high school graduates to adult students reentering the workforce.

Through strong partnerships and a shared commitment to workforce development, we help build a vibrant, resilient Vermont.

Our employees are key to this mission. We offer competitive compensation and benefits, opportunities for growth, and a workplace culture that values collaboration, diversity, and purpose.

If you’re passionate about education that makes a real and lasting difference, we invite you to grow your career with the Vermont State Colleges System — and help shape the future of our students, our communities, and our state.