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Assistant Registrar – Staff Position

ASSISTANT REGISTRAR JOB DESCRIPTION

GENERAL EXPECTATIONS – Office of the Registrar

  • Represent the Office of the Registrar in a highly professional manner consistent with the best practices of the Registrar profession.
  • Respond to Students, Faculty, Staff and Administrators with kindness, respect, and courtesy in all verbal and written communications.
  • Support and contribute to the William Penn University Mission and campus culture.
  • When appropriate, help students and professors understand, respect and follow Registrar processes, policies, and responsibilities.
  • Commitment to continual personal and professional improvement, accepting responsibility for mistakes.
  • Joyfully celebrate the accomplishments of students and Registrar colleagues.
  • Exercise patience, express appreciation, and extend grace to all students and colleagues.

The Assistant Registrar reports to the University Registrar. Performance evaluations will be conducted after 90 days and annually thereafter.

Description

The Registrar is the authorized manager of official student records. The Assistant Registrar is responsible, in partnership with the Registrar, for producing an official transcript of student records. From admission through graduation, the Assistant Registrar will help oversee day-to-day operations, including but not limited to effective communication with students and colleagues, and the timely review and archiving of documents that produce accurate records and transcripts of each student’s academic performance.

SPECIFIC DUTIES

  • Assist in organizing and administrating student records, registration and graduation functions, including transcript evaluations.
  • Coordinate, evaluate and certify all graduation applications and support all processes, including active participation in graduation planning and ceremonies.
  • Evaluate and enter transfer credit data for incoming students.
  • Work collaboratively and effectively with university colleagues.
  • Support students by answering questions and explaining processes and policies.
  • Research and resolve student questions and disputes through effective research and analysis of data and documents.
  • Support faculty advisors through explanation and training, including registering students following established processes.
  • Monitor and process transcript requests through Parchment.
  • Assist students, parents and other stakeholders with questions and concerns.
  • Produce and publish regular and occasional reports as requested.
  • Send regular announcements to students regarding expectations and deadlines.
  • Keep the Registrar informed of issues, concerns and trends.

 

SKILLS, ABILITIES, ATTITUDES

  • Excellent communication skills, both verbal and written.
  • Exceptional interpersonal and diplomatic skills.
  • An optimistic outlook and enjoyment working with students, professors, and university leaders.
  • Proficiency with office software, including Excel, Word, Outlook, and a willingness to master educational technology, including Student Information Systems (SIS) and Gen AI.
  • Organization, leadership and managerial skills. Detail and process oriented.
  • Function effectively under stress, with kindness, humility, and a sense of humor.
  • Flexibly adapt to and support changing priorities.
  • Support and contribute to our campus culture and Quaker heritage.

ADDITIONAL RESPONSIBILITIES:

  • Annual professional development
  • Serve on committees that support the goals and objectives of the Office of the Registrar and Academic Affairs.
  • Involvement with other related campus activities and events, including occasional weekend and evening responsibilities.
  • Other relevant duties as assigned.

TERMS OF EMPLOYMENT: At will employee

Send cover letter, resume, and references to: 

Human Resources
William Penn University
201 Trueblood Ave
Oskaloosa, IA 52577
johnsonb@wmpenn.edu