Reporting directly to the Registrar, the Assistant Registrar is a key member of the Office of the Registrar, assisting with the management of all student academic records, ensuring data integrity, and providing exceptional service to students, faculty, and staff. Assist the Registrar in maintaining registration and student records in compliance with federal and state laws and college regulations and policies. 

Responsibilities and Duties:

Essential Functions:

This description intends to describe the general nature and level of work performed by those assigned to this job. It is not intended to include all duties, responsibilities and qualifications. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist in maintaining accurate and secure student academic records, both physical and digital, from matriculation through graduation, in compliance with all institutional and federal regulations, including FERPA.

• Enter new courses into the catalog.  Update College Catalog into the Academic Plan Program.  

• Create the classroom schedule in PowerCampus and work with departments and Registrar on schedule changes. 

• Update substitutions and waivers of Academic Plan. Run profiles on all new students. Process drop/adds.  Enter transfer work onto transcripts. 

• Assist students, faculty, and staff with questions including in person walk-in questions. 

• Provide assistance with computer software issues within the Registrar’s office.   

• Generate faculty and administrative requested reports. 

• Generate Dean’s List, probation and suspension candidates.

• Track all graduating seniors and escalate any concerns.  

• Determine all honors for graduating seniors upon receipt of all grades from faculty.  Update students’ transcripts with graduation honors.

• Meet with students and faculty with graduation questions regarding an individual student.  

• Compile the graduation bulletin.

• Order diplomas and graduation supplies.

• Serve as a primary point of contact for inquiries from students, faculty, staff, and parents regarding academic records, policies, and procedures.

General Department Duties including, but not limited to: 

• Learn to use/operate any new job related programs and equipment. Participate in designated meetings and mandatory training.

• Consistently model a high degree of professional and customer service and student focus.  Work collaboratively and support other team members.

Nonessential Functions:

• All other duties as assigned.

Qualifications:

Education & Experience:

• Associate’s degree in academic environment, office management, or records management  or a related field and two years experience in academic environment or records management or equivalent experience in lieu of education. 

OR

• Bachelor’s degree and two years of experience and/or training that includes administrative work in an academic environment, office management, or records management; or an equivalent combination of education, training, and experience.

Demonstrated Competencies:

• Ability to demonstrate strong interpersonal skills with students, faculty, staff, parents, and other constituents.

• Excellent oral and written communication skills.

• Familiarity with Freedom of Information and the Protection of Privacy Act is an asset.  Ability to handle sensitive and confidential information with discretion.

• Ability to demonstrate strong organizational skills.

• Experience with PowerCampus and/or Canvas and the ability to develop processes and utilize technology to increase efficiencies.

• Excellent problem solving skills.

Licensure or Certifications:

• Valid driver’s license with acceptable motor vehicle record insurability in accordance with the  College insurance plan.

Physical Demands:

• Ability to sit for long periods.

• Ability to lift or move up to 25 pounds.

Working Conditions:

• Moderate noise.

• Fast paced with continuous and simultaneous deadlines. 

• Frequent interruptions.

Other:

• Regular and predictable attendance. 

• Ability to pass required background checks. 

Equal Opportunity Employment 

Hastings College is committed to supporting a welcoming academic and employment environment. The College is an Equal Opportunity employer that does not discriminate on the basis of race, ethnicity, color, national origin, religion, age, sex, marital status, pregnancy, sexual orientation, gender identity, genetic information, disability, veteran status, or any other characteristic protected by local, state, or federal laws.