Registrar-MMC

About the Role

The Registrar is responsible for the accuracy, integrity, privacy, and security of all academic records, including proof of graduation, attendance, student schedules, grades, SAP Appeals, SAP Academic Plans, transcripts, and graduation lists. This role ensures compliance with the Family Educational Rights and Privacy Act (FERPA) and provides excellent customer service to students and campus departments. The Registrar supports the Director of Education, Education Manager, Library/Resource Manager, Program Directors, and Faculty.

Responsibilities

• Maintains Student Records
  • Creates, updates, and archives academic records and files for all students (active and inactive) to ensure accuracy and compliance with institutional, accreditation, federal, and state guidelines.
  • Reviews new student files and follows up with the Admissions Department to request missing items.
  • Communicates weekly with the Director of Education and Director of Admissions to ensure completeness of new student files.
  • Files updated transcripts, schedules, and other academic correspondence in a timely manner.
  • Audits academic files for graduating and withdrawing students to ensure completeness before archiving.
• Maintains Attendance and Population Records
  • Monitors attendance data daily and submits appropriate paperwork to relevant staff and faculty.
  • Archives and maintains accuracy of attendance reporting for compliance.
  • Prepares and distributes student attendance notifications (e.g., Early Alert forms, Excessive Absence Notices).
  • Maintains an accurate student population list in the student information system (CampusNexus).
  • Retains backup documentation of key information (e.g., starts, re-entries, withdrawals, dismissals, graduates, leaves).
  • Processes withdrawn and graduating students in a timely manner.
  • Prepares and presents weekly, monthly, quarterly, and annual population reports.
• Maintains Grade Reports, Transcripts, and Satisfactory Progress Records
  • Maintains accurate student transcripts for matriculated students.
  • Processes credit transfer requests and prepares student notifications of acceptance/non-acceptance.
  • Ensures final grades are entered into CampusVue and student transcripts are complete.
  • Spot-checks computation of student grade point averages (current term and cumulative) for accuracy.
  • Ensures all "Incomplete" grades are resolved promptly per school policy.
  • Generates reports to identify student performance against Satisfactory Academic Progress standards at the end of every term.
  • Maintains records documenting file reviews and actions taken based on SAP determinations (e.g., probation, dismissal).
  • Prepares and distributes notification letters for probation and dismissal.
  • Prepares a list of expected graduation candidates for the upcoming two terms.
  • Creates and distributes certificates for Dean's List, Honors, and Perfect Attendance.
  • Orders and processes graduating student diplomas.
  • Processes requests for official transcripts and distributes them in a timely manner.
  • Ensures accuracy of grading legend on academic transcripts to match the catalog.
• Supports Student Registration and Course Scheduling
  • Assists the Director of Education and Program Coordinators in formulating Master Schedules of Classes for upcoming terms.
  • Assists with student registration and provides continuing student schedules at least three weeks before the end of the current term.
  • Ensures all continuing students receive final class schedules for the next term prior to the final week of the current term.
  • Prepares class schedules for distribution to new students during orientation.
• Assists with Accreditation Reports and Activities
  • Maintains master syllabi files and archives them by date and course for compliance.
  • Gathers and provides academic information for accrediting, federal (IPEDS), state licensure, and agency reports.
  • Assists with the preparation of accreditation materials and reports (e.g., Institutional Self-Studies, Annual Summary Report).
• Provides Customer Support and Administrative Support
  • Provides information on proper record-keeping methods (e.g., attendance, grading, start/end-of-term procedures).
  • Assists in organizing commencement exercises and related activities.
  • Remains accessible to students for questions and concerns.
  • Maintains current knowledge of federal, state, and institutional regulations.
  • Participates in professional development activities and in-service programs.
  • Performs other duties as assigned by the Director of Education or Campus Director.

Requirements

• Bachelor’s degree or related experience.
• Knowledge of Microsoft Office and/or Google Workspace programs.
• Knowledge of Student Information Systems.
• Superior customer service and communication skills.
• Ability to multi-task and prioritize in a fast-paced environment.
• Ability to consistently meet all deadlines.
• Ability to work independently and in a team environment.
• Strong attention to detail.

Preferred Qualifications

• Master’s degree.
• Three years of experience in a Registrar’s Office.
• Experience with student management software (e.g., CampusNexus).
• Experience in building schedules for course delivery.

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Occasionally required to stand, walk, sit, use hands to handle objects/tools, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, or crawl.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described 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 these functions.

• Usually not exposed to weather conditions.
• The noise level in the work environment is usually moderate.