Assistant Registrar

Job Description

Job Description

The Assistant Registrar supports the College Registrar in the management and daily operations of the ICOM Registrar’s Office and in delivering high-quality services to students, faculty, and staff. Working closely with the Registrar, this position coordinates key administrative functions including student records management, registration processes, graduation review, and student information system maintenance.

The Assistant Registrar ensures the accuracy, integrity, and security of academic records while maintaining compliance with institutional policies and applicable federal and state regulations. This role is responsible for monitoring and enforcing policies related to student records and privacy, including adherence to regulations such as the Family Educational Rights and Privacy Act (FERPA) and other relevant compliance standards. The Assistant Registrar also stays informed on evolving best practices in the registrar profession through professional organizations and guidance such as those provided by the American Association of Collegiate Registrars and Admissions Officers (AACRAO), ensuring institutional processes align with current standards in records management, data stewardship, and student privacy.

Operating in a high-volume environment, the Assistant Registrar manages multiple responsibilities, resolves complex registration and records issues, and works collaboratively across departments to ensure that Registrar systems, processes, and services meet institutional expectations and operational goals.

SPECIFIC RESPONSIBILITIES:

• Process registration-related transactions including course adds, course withdrawals, adjustments to course enrollment, and the inputting of grades.
• Maintain official applicant, student and alumni documentation, including enrollment records, verifications, course documents, disciplinary records, grades, licensure verifications, etc.
• Assist in maintaining the Student Information System (SIS), including updates to student records, degree audits, enrollment data, registration records, and consent forms.
• Coordinate the transfer of incoming student data from external systems into the SIS.
• Assist in the preparation and submission of reports,as required for compliance with federal regulations, state laws, programmatic accreditation, and Institutional accreditation.
• Manage Registrar’s Office communications and administrative operations, ensuring efficient inquiry coordination, timely response management, and effective oversight of digital forms and workflows.
• Supports the Registrar with recommendations, development, and implementation of institutional and departmental policies and procedures.
• Conduct presentations to prospective students, current students, and faculty and staff, if necessary.
• Provide support for VA certifying official processes, ensuring accurate certification, recordkeeping, and compliance with federal guidelines.
• Perform other related duties as assigned.

SUPERVISORY RESPONSIBILITIES:

Instruct the Registration & Records Coordinator on relevant, scope-specific responsibilities and protocols.

Requirements

EDUCATION & EXPERIENCE:

• Bachelors’ degree or higher, and/or equivalent, relevant experience in higher education.
• Minimum of three (3) years of experience in academic recordkeeping or similar role within a high-volume administrative environment; Registrar’s Office experience preferred.
• Previous experience working in an Osteopathic or Allopathic Medical school environment or related field is preferred.

SKILLS & ABILITIES:

• Strong computer proficiency with expertise in office software applications and systems management.
• Ability to utilize strong problem-solving and interpersonal skills when interacting with members of the campus community and external stakeholders.
• Strong verbal and written communication skills, with excellent attention to detail and accuracy.
• Knowledge of federal and state regulations around record keeping and FERPA.
• Demonstrated ability to maintain confidentiality and handle sensitive information responsibly.
• Ability to manage time well and work under high volume conditions
• Demonstrated ability to work independently with strong initiative while collaborating effectively as part of a team in a fast-paced environment.
• Ability to exercise independent judgments in complex and new situations.
• Ability to manage multiple, concurrent projects, and still meet strict deadlines.
• Strong analytical and problem-solving skills with the ability to interpret policies and procedures.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick, Holidays, Winter Break)
• Family Leave
• Parental Leave
• Short Term & Long Term Disability
• Tuition Reimbursement
• Employee Assistance Program