The Assistant to the Registrar provides comprehensive administrative and operational support to the Registrar and the Office of the Registrar. This position ensures the smooth coordination of office activities, supports academic records and registration functions, and assists with compliance, reporting, and communication efforts. The Assistant plays a key role in maintaining efficient workflows and delivering professional service to students, faculty, and staff.

Duties & Responsibilities

Provide coordination and oversight for all University Council, University Senate, and Senate Executive Committee databases, elections, correspondence, calendars, websites, activities including archiving, explaining policies and procedures, and document organization.

Provide oversight and comprehensive coordination for all University Council, University Senate, and Senate Executive Committee operations, including governance databases, elections, official correspondence, calendars, websites, records management, and archival systems; ensure institutional compliance with established policies and procedures including accurate recording and certification of minutes.
Direct the development, implementation, and ongoing management of comprehensive governance databases to ensure accurate determination of voting eligibility, electability, membership status, and official communications.
Prepare, review, and authorize official Senate correspondence on behalf of the University Registrar and Senate Chair, ensuring accuracy, consistency, and alignment with institutional policies.
Administer and ensure the integrity of all Senate election processes, including oversight of ballot development, distribution, certification of results, and maintenance of official election records.
Establish and maintain authoritative governance records, including ballots, committee preference data, committee appointments, and historical documentation, ensuring proper retention and archival standards.
Serve as a subject matter expert on Senate policies, procedures, and governance protocols, providing authoritative guidance to faculty leadership and senior administration.
Provide oversight of the University Senate website, ensuring accuracy, transparency, and compliance with current accessibility and digital governance standards.

Serve as the institutional lead and designated authority for access governance within the Student Records system in PeopleSoft, providing strategic oversight of security roles, user access, and regulatory compliance across the university.

Direct and oversee the campus-wide intake and evaluation of security access requests for Campus Connection, ensuring alignment with institutional policies and operational needs.
Establish and enforce access authorization protocols, confirming appropriate supervisory approvals and validating business justification prior to provisioning access.
Conduct comprehensive reviews of role assignments to ensure appropriateness, segregation of duties, and adherence to data governance standards.
Provide institutional oversight of system security to ensure compliance with Family Educational Rights and Privacy Act (FERPA) and other applicable privacy regulations; mitigate risk through proactive monitoring and corrective action.
Administer and audit security roles, permissions, and user provisioning within Campus Connection, ensuring accuracy, consistency, and proper documentation of changes.
Serve as a senior resource and escalation point for complex technical access issues, providing guidance and resolution support to faculty, staff, and administrative leadership.
Design, generate, and analyze security audit reports to proactively identify access gaps, inappropriate permissions, or missing critical roles (e.g., grading access), and implement corrective measures to maintain operational continuity and compliance.

Serve as administrative operations coordinator for the Office of the Registrar, providing high-level support in workflow management, priority setting, and strategic alignment of office initiatives; act on behalf of the Registrar in managing daily operations and advancing divisional objectives.

Oversee and manage the Registrar’s executive calendar, ensuring strategic scheduling, preparation for meetings, and effective coordination with senior leadership, faculty governance bodies, and external stakeholders.
Direct and prioritize incoming correspondence, inquiries, and projects to ensure timely and appropriate responses; exercise independent judgment in handling sensitive and confidential matters.
Draft, review, and finalize complex correspondence, reports, presentations, and official communications on behalf of the Registrar, ensuring accuracy, professionalism, and alignment with institutional standards.
Provide executive-level documentation support for student-related, committee-related, and governance matters, including preparation of formal records and confidential materials.
Coordinate institutional responses related to degree verification and other official academic record inquiries, ensuring compliance with regulatory and university policies.
Provide primary administrative leadership and coordination for the Academic Policies and Admission Committee, Administrative Procedures Committee, and Student Academic Standards Committee, overseeing documentation, workflow, and records related to academic grievance processes.
Manage and monitor progress of long-term and strategic projects within the Office of the Registrar, tracking milestones, identifying barriers, and ensuring timely completion in alignment with institutional priorities.
Develop and maintain operational systems, including emergency contact protocols and shared resource documentation, to ensure continuity of operations.
Oversee office logistics and administrative infrastructure, including travel coordination, interoffice scheduling, and absence tracking, ensuring efficient resource management.
Serve as liaison with Unified Communications regarding the Office of the Registrar telephone systems; monitor service performance, assess customer satisfaction, and recommend improvements to enhance student and stakeholder experience.
Ensure proper handling, retention, and secure destruction of sensitive and confidential documents in accordance with records management and privacy standards.

Office Reception and Student Services Support.

Serve as the first point of contact for the office, professionally answering telephone inquiries, greeting visitors, and providing accurate information and directional assistance.
Monitor and manage shared office email accounts, ensuring timely, accurate, and customer-focused responses.
Distribute, collect, and review forms for completeness and proper routing.
Collaborate with Student Financial Aid (SFA) in the recruitment and selection process for Student Assistants, including assisting with interviews and hiring decisions. Process hiring documentation, track payroll submissions, and provide training and ongoing oversight to Student Assistants performing reception and phone duties.
Assist students with navigating and utilizing Campus Connection to access academic and administrative services.
Accurately code and maintain decedent data in accordance with institutional procedures.
Coordinate procurement of office supplies, equipment, and technology; manage surplus processes in compliance with university guidelines.
Provide cross-functional support to other office operations as needed, including: Data entry related to transcript recreations. Proofreading and verification of records and documents.
Process program plan and advisor changes in the absence of the primary staff member to ensure continuity of service.
Utilize AI Portal and Army Ignited systems to enter and report grades for military-affiliated students, ensuring accuracy and compliance with reporting requirements.

Assist in the graduation processing for three main University graduations.

Assist with processing graduation applications against Campus Connection.
Work with departments on problems/issues regarding the student graduation application.
Assist with proofreading graduation list, program book, and photo cards.
Assist with University commencement ceremonies.

Manage budget processes

Work with the Shared Services Center to process payments due.
Work with the Shared Services Center to process employee travel expenses.
Process credit card statements.
Make cash deposits and process credit card settlement charges.
Balance department’s accounts on a monthly basis in conjunction with Shared Services Center.

Inventory and Forms Management and Office Equipment Inventory.

Monitor usage of and maintain office supplies.
Monitor usage of forms and maintain supplies.
Complete the yearly inventory and inventory report of office equipment.
Work with IT on ordering new computer equipment that is due in rotation.
Complete the annual Key Inventory Report.

Required Competencies

Demonstrates strong written and verbal communication skills.
Exhibits exceptional attention to detail and accuracy in all aspects of work.
Maintains strict confidentiality and exercises sound judgment when handling sensitive information.
Remains composed, professional, and solution-oriented in high-pressure or challenging situations.
Adapts effectively to shifting priorities and evolving operational needs.
Ensures timely, thorough, and accurate follow-up on assignments and inquiries.
Effectively collaborates and communicates with individuals from diverse backgrounds and perspectives.

Minimum Requirements

Associate's Degree, or three or more years of full-time administrative work experience
Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

Attendance at a four-year university
Bachelor's degree
Three years working in a higher education setting
Experience with the Family Educational Rights and Privacy Act of 1974, as amended
Experience with Student Information Systems (PeopleSoft preferred)
Experience with Document Imagining Systems (Perceptive Content preferred)
Experience with Microsoft Office products (365 Platform Suite preferred)
Experience with Procurement and Payment software (Jaggaer Preferred)