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Assistant Registrar

Takoma Park, MD
Job Title:               Assistant Registrar
Department:          Records
Reports To:           Registrar
Prepared By:         Office of Human Resources
Position Grade:     ASD
FLSA Status:         Exempt 

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.

Works collaboratively with the Registrar and associates to ensure maximum efficiencies of the Office of the Registrar.  Assists in supervising student professionals to ensure the consistent delivery of excellent customer service to our diverse constituents. 

ESSENTIAL DUTIES AND RESPONSIBILITIES. The Assistant Registrar serves as a generalist for all of the Office of the Registrar’s processes. Below details the responsibilities the position may be required to perform.
  • Provide front desk coverage, when needed, for day-to-day activities in the Office of the Registrar
  • Responsible for file management coordination of all student records (new, current, and past students, and alumni)
  • Responsible for development of the course schedule and classroom assignments based upon requirements established in the academic bulletin
  • Assist with transfer credit evaluations and equivalency matrixes
  • Analyze, create, and organize technology enhanced processes and procedures which include, but are not limited to information management, record keeping, and other office support services.
  • Maintain historical reference by formulating procedures for systematic retention, protection, retrieval, transfer, and disposal of records, grade and class lists, forms, and files.
  • Collaborates with the office staff in the production and dissemination of registration materials to various departments and students.
  • Identifies and assists in the resolution of problems with registration and related information systems
  • Assists in the development and updating of office policies and procedures so as to support the compliance needs of the office.
  • Process and record in database general registration related functions and forms such as add/drop, withdrawals, change of grades, background checks, and in school-deferments.  
  • Assists in the submission of office reports
  • Assists with enrollment certifications by processing letters and forms; answering or directing inquiries.
  • Works collaboratively with office staff to maintain the accuracy of student records in the student information system with annual and semester processes.
  • Maintain student confidence and protect operations by keeping information confidential as defined by FERPA guidelines.
  • Maintain office supplies inventory.
  • Works collaboratively with the Office of Student Financial Services to resolve matters that impact registration, billing, and associated fees.
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing person networks; participating in professional societies.
  • Serving on committees as assigned.
  • Contribute to team effort in a positive, proactive, timely manner as needed to accomplish office goals.
  • Ability to work collaboratively with members of the various departments within the university
  • Supports a spirit of excellence in service as defined by the institution’s core values.
  • Attends mandatory university events, ie. Convocation, service day etc.
  • Other duties as assigned by the Registrar

  • Received:
Receives direct supervision from the Registrar.
  • Given:
Assists in supervising student professionals

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and concerns.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
  • Associate’s Degree from an accredited institution.  Bachelor’s degree preferred. 
  • Experience working in higher education preferred.
  • Supervisory experience preferred.

Language Skills:
  • Superior command of English grammar and spelling. 
  • Excellent verbal, interpersonal and written communication skills.

Mathematical and Technology Skills:
  • Accurate Computational Skills.

Reasoning Ability:
  • Mature and logical reasoning; problem-solving.

Other Skills and Abilities:
  • Strong organizational skill and attention to detail.
  • A strong customer-service orientation
  • Must be self-directed and innovative

Computer Skills:
  • Proficient in Microsoft Office, particularly in Word and Excel.
  • Experience working with a student information system, preferably Ellucian Colleague.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, reach, or type on a keyboard; and talk or hear.
  • The employee is occasionally required to stand; walk; and stoop, kneel, or crouch.
  • The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
  • Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
  • The noise level in the work environment is usually moderate. 
  • Occasional weekend work or evening work is required during high peaks times.

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.34 CRF (and subsections), insofar as they conflict with the Seventh-day Adventist teaching and practices.

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