Assistant Registrar

As an Assistant Registrar, you will be a key member of the Registrar’s Office, responsible for overseeing day-to-day operations and ensuring accurate, timely handling of student records and inquiries. In this role, you will work closely with the Registrar and other departments to ensure seamless communication and efficient processing of registration, academic records, and graduation-related tasks. Your role will also involve investigating and resolving escalated issues, monitoring policy adherence, and providing excellent customer service to students, faculty, and staff. This position requires strong attention to detail, initiative, and collaboration to support student success and institutional goals.

Data Integrity and Management:

• Maintain accurate student records, including registrations, program changes, and Credit for Prior Learning (CPL) credit.

• Conduct graduation audits, process course substitutions, and manage academic standing processes.

• Maintains and updates student records including adds, drops and withdrawals; processes grade changes

• Oversee the scanning and indexing of vital documents and ensure accurate transcript printing and distribution.

• Ensure compliance with FERPA and other regulations while safeguarding student data across multiple systems.

Support and Customer Service:

• Provides excellent customer service and a full range of support services to current and former students, as well as the general public, faculty, and staff, by responding to inquiries and requests for information and assistance related to student records in a timely and empathetic manner.

• Investigate and resolve escalated tickets regarding student records from the help desk and institutional website.

• Serve as liaison to K14 personnel with respect to student records. • In the absence of the Registrar, make critical decisions and take authorized actions to resolve urgent matters.

• Maintain high customer service standards, fostering positive interactions with students, faculty, and staff.

Institutional Policy Support:

• Provide guidance and training on institutional policies related to student enrollment, course management, grades, and graduation.

• Ensure that academic and operational processes comply with institutional, state, and federal regulations.

• Monitor enrollment data and collaborate with other departments to maintain consistency and policy adherence.

• Communicate policy updates and assist in interpreting complex guidelines for faculty, staff, and students.

Degree Completion:

• Assist with reviewing graduation applications and conducting degree audits to ensure students meet graduation requirements.

• Communicate with students, faculty, and staff regarding degree completion status and outstanding requirements.

• Help coordinate graduation ceremonies, manage student lists, and verify completion statuses.

• Contribute to the institution’s graduation metrics by ensuring timely and accurate completion processes.

The above list of duties is not exhaustive. Other tasks logically associated with the position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA)

• Bachelor’s degree.

• Minimum of two years of experience in student services, academic records, or related fields within higher education.

• Strong organizational and communication skills, with the ability to manage multiple tasks and prioritize effectively.

• Experience with student information systems and proficiency in data management.

• Demonstrated ability to provide excellent customer service and solve complex issues empathetically and professionally.

• Experience in a Registrar’s Office or similar setting.

• Familiarity with enrollment management processes and graduation audits.

• Knowledge of FERPA and other relevant higher education regulations.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

• 10% employer retirement contribution, fully vested after two years

• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage

• Short-term and long-term disability benefits

• Generous paid time off, including vacation, sick leave, holidays, and winter recess

• Flexible work arrangements where available

• Paid childbirth recovery leave (8 weeks)

• Paid parental leave (4 weeks)