Assistant Registrar, Registrar Services

Responsibilities

• Registrar Services (60%): Supervise daily operations of academic record processes, including transcript and certification requests; oversee the Registrar Services Coordinator and Assistants; coordinate staff schedules for adequate coverage; resolve overflow issues during peak periods; maintain filing systems per records retention policies; assist in hiring new staff; manage communication processes (phone lines, voice messages, mail); process transcript and diploma payments daily; coordinate with student services on the MCV campus for registration and records maintenance.
• Records Maintenance (20%): Update student records for SSN corrections, grade exclusions, administrative holds, deceased students, FERPA/privacy notations, grade changes, honor policy violations, and graduate suspensions; ensure accurate data entry to meet deadlines and notify relevant offices; measure performance by error frequency on edit printouts or reports; process subpoena requests in consultation with the legal office; notarize diplomas and transcripts for apostille to meet international verification requirements.
• Management Team Participation (10%): Serve as a member of the Office of the University Registrar management team, providing input on improvements; meet with deans, directors/associate directors, students, staff, and colleagues to resolve problems, share knowledge, offer advice, make recommendations, and ensure policies and procedures are effectively communicated.
• Other Duties (10%): Assist with additional Office of the University Registrar processes as needed to support smooth department operations.

Qualifications

Minimum Qualifications

• Ability to understand and apply federal and state privacy guidelines.
• Eligibility to obtain a commission as a Virginia Notary Public.
• Strong logical reasoning and accurate record‑keeping skills.
• Excellent oral and written communication abilities.
• Ability to work effectively with the public and university administrators.
• Proficiency in PC applications.
• Demonstrated experience fostering an environment of respect, professionalism, and civility with a diverse faculty, staff, and student population, or a commitment to do so at VCU.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university.
• University experience in registration.
• Experience in a large university setting performing registrar office duties.
• Experience with the Banner Student Information System or a similar platform.
• Knowledge of National Student Clearinghouse enrollment and degree verification processes.
• Familiarity with the Family Educational Rights and Privacy Act (FERPA).

Pay

Salary Range: $65,000

Benefits

• Comprehensive health benefits
• Paid annual and holiday leave
• Generous tuition benefits
• Retirement planning and savings options, including tax‑deferred annuity and cash match programs
• Employee discounts
• Well‑being resources
• Opportunities for career development and advancement

FLSA Exemption Status: Exempt | Flexible Work Arrangement: Hybrid | ORP Eligible: Yes