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Assistant to the Registrar - File Management

Department: Records
Official Title: Assistant to the Registrar - File Management (Full-time)
Organizational Unit/Department: Records
Title of Immediate Supervisor: Registrar

Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued.  Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students.  Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.

Assistant to the Registrar - File Management position is primarily responsible for the creation of new student file folders and entering of data into the system daily. Additional duties include printing the following items from the CRM (customer relationship management) system: applications, transcripts, test scores, letters of recommendation, WES-ICAP, and any other required documents needed to complete the Admissions file. Once the file is created, the position must match the academic catalog requirements with admission decisions on file and determine if the university has received all official transcripts. This position will also double check that all final official high school transcripts have been received by the Admissions department. Next, this position will verify if new students are accurately coded in the system with the appropriate program major on file for both traditional and SGPS (School of Graduate and Professional Studies) students. The position will identify which records are to be shredded according to the Records Retention Policy. The position monitors the appropriate filing of the following forms: change of major, address change, program modification, academic petition, Disclaimer release, and FERPA (Family Education Rights & Privacy Act). Last, the person ensures that graduated student files are filed in their designated place.

Position Requirements
Highly organized. Extensively trained in Microsoft applications such as excel, word and powerpoint. Provides accurate and efficient data entry. Strong organization and analytical skills. Applies logic to a wide range of technical problems that affect data reports.
This position requires a person to be detail oriented to analyze and verify data to ensure accuracy of the information recorded. In addition, this position must be able to communicate information to other departments. It also requires retrieving, sorting, and organizing important electronic documents, files and information. Identify, describe, and label incoming record materials to ensure they get evaluated by the registrar’s office. This job requires being responsible for maintaining well accurate and up-to-date information in our systems.

Skills & Abilities
  • Microsoft Office/Computer proficiency
  • Excellent communication skills (written and verbal)
  • Customer service-oriented with telephone etiquette 
  • Office clerical knowledge
  • Filing and data archiving
  • Critical thinker/ Problem-solving skills
  • Attention to details and accuracy in data entry
  • Time management
  • Team worker
Essential Duties and Responsibilities
  • Creates student file folders and ensure all relevant data from CRM is printed and enclosed 
  • Prepares files for transcript evaluation by the Associate Registrar
  • Records management from matriculation to graduation
  • Coordinates and communicates with appropriate staff
  • Compile statistical information for special reports.
  • Create reports for closed records.
  • Verifies accuracy of data before and after entry into the system.
  • Updates procedural manual to increase department efficiency.
  • Oversees department quality control for teamwork.
  • Logs project starts milestones and completions.
  • Utilizes strong project and time management skills to ensure all projects were completed on time.
  • Ensures that adequate office supplies are in stock to create new student file folders
  • Adds updated information/documents to newly created file records.
  • Produces monthly reports using Excel spreadsheet functions.
  • Prints scanned records/uploaded items from the database.
  • Enters numerical data into databases in a timely and accurate manner.
  • Inspects database errors and resolves discrepancies.
  • Logs transcripts received (in-person or electronically)
  • Sometimes weekend or after-hours work is required
  • Other duties as assigned
Minimum High school diploma: Bachelor’s Degree –Preferred

Title VII Exception Notice
Washington Adventist University is a religiously qualified Equal Opportunity Employer under Title VII of the Civil Rights Act.  As such the University has the legal right to prefer a member of the Seventh-day Adventist ("SDA") Church in its hiring process. In the event that a qualified SDA candidate is not identified, the University will give the opportunity to candidates who must understand and respect the mission, purpose, and identity of Washington Adventist University as a condition of their employment.
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