Temporary Part-Time Assistant Registrar/Administrative Assistant

Role Overview

Meritus College seeks a highly detail-oriented and trustworthy Assistant Registrar / Administrative Assistant to join our team on a six-month, temporary basis with possibility of renewal. This pivotal hybrid position is primarily responsible for ensuring the integrity, accuracy, and security of all student academic records in our dynamic, fully-online community college environment, while also supporting general administration.

Responsibilities

• Core Records Management (Remote)

• Manage the processing of all standard academic records actions within the Student Information System (SIS), including new enrollments, course drops/withdrawals, student demographic updates, and official name changes.
• Ensure accurate input and maintenance of student grades and academic standing following each term’s finalization.
• Process and track all student petitions, appeals, and exceptions related to academic policies and procedures.
• Conduct regular audits of student data for accuracy and completeness to prepare for reporting periods.
• Affirm the official certification and posting of degrees for graduates.

• Regulatory Compliance and Security (Remote & On-Site)

• Serve as a frontline practitioner on the Family Educational Rights and Privacy Act (FERPA), strictly adhering to regulations when releasing or disclosing student information.
• Support development and maintenance of documentation regarding registrar policies, procedures, and best practices, ensuring accessibility for online students and staff.
• Maintain the security and strict confidentiality of both electronic and physical student records in accordance with institutional policy.
• Afford assistance in preparing data for internal, state, and federal reporting (e.g., enrollment verification, National Student Clearinghouse submissions).

• Mail Processing and On-Site Duties (On-Site)

• Regularly visit the campus office to manage incoming mail for the Registrar’s office, including sorting, logging, and distributing correspondence.
• Receive, verify, and process official physical documents, particularly hard-copy transcripts, and other admission/student-record materials.
• Efficiently scan and digitally index all physical documents into the secure student record system.
• Manage the inventory and security of physical records, forms, and sensitive office materials.

• Student and Administrative Support (Remote)

• Provide comprehensive administrative support, including proactively managing the Chief Academic Officer’s meeting calendar and other administrative tasks as needed (e.g., booking travel).
• Provide professional, timely, and empathetic support to students, faculty, and staff regarding registration, academic deadlines, academic policies, and transcript requests via email, phone, and virtual meetings.
• Afford assistance in the maintenance and testing of the degree audit system to ensure curriculum updates are reflected accurately.
• Collaborate with the Advising, Admissions, and Financial Aid offices to resolve student record discrepancies and ensure seamless service delivery.

Skills and Competencies

• Must Haves for all roles at Meritus College:

• Committed to our mission to pave pathways to family-sustaining careers, break the poverty cycle, and create upward mobility for low-wage workers.
• Shared sense of responsibility and ownership for our collective work in making a positive impact on the community we support.
• Committed to continuous learning and growth in advancing inclusive excellence and closing gaps across lines of difference.
• Passionate about fostering a workplace culture that embraces and values individual differences.
• Professional Experience & Knowledge:
• Minimum of 2 years of experience working in a Registrar's office, Admissions, or Student Services role, preferably within a higher education setting.
• Proven knowledge of the Family Educational Rights and Privacy Act (FERPA) and experience applying these regulations in daily practice.
• Advanced proficiency with a major Student Information System (SIS) such as Banner, Colleague, PeopleSoft, or Jenzabar.
• Strong command of Microsoft Office Suite (Word, Excel) or Google Workspace, particularly for data analysis and report generation.
• Experience with document management systems and electronic workflow processes for document scanning and indexing.

• Learner-Centered Mindset:

• Must be committed to the community college “open door” philosophy with an ability to interact professionally with a diverse student body.

• Exceptional Attention to Detail:

• Demonstrated ability to perform precise and accurate data entry and record maintenance in a high-volume environment.

• Uncompromising Integrity:

• Absolute commitment to protecting confidential student data and adhering to institutional and federal compliance standards.

• Organizational and Time Management Skills:

• Proven ability to manage multiple priorities, meet strict academic deadlines, and work effectively with minimal supervision in a remote capacity.

• Communication and Collaboration Skills:

• Excellent written and verbal communication skills necessary to clearly explain complex academic policies to diverse stakeholders; strong collaboration skills to work cross-functionally throughout the organization.

• Nice to Haves:

• Experience in a community college or institution with a significant online student population.
• Familiarity with degree audit systems (e.g., DegreeWorks, uAchieve).
• Comfort using AI tools (e.g., Claude) to enhance efficiency in document processing, data audits, and administrative workflows.

Other Logistics

• This position is part-time, ~15-20 hours/week.

• Location: While the college is a remote organization, this team member must be located in the Salt Lake City, UT area to perform in-person responsibilities, including going into the Salt Lake City office at least one day a week.

• Salary: $28.85 per hour.