Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The assistant registrar’s primary responsibility is to ensure the integrity, accuracy and security of confidential academic records. The assistant registrar works closely with the College registrar and assistant registrar to provide effective and timely information and support to students, faculty, staff and administration in the College of Arts & Sciences and throughout the University. Areas for support and systems used may expand or change as the role develops.
PRIMARY DUTIES AND RESPONSIBILITIES:
Create and maintain accurate student records in Student Information System (SIS). This includes registering students for courses, posting grades, managing course program changes (withdrawals, drops, adds, substitutions, waivers, independent studies, demographic and interdivisional).
Assist Registrar and other staff members with items such as updating and managing all information related to student academic records including the administrative registration for students in special and/or problematic situations, report data preparation and retrieval.
Process student grade reports, changes in enrollment status, and perform miscellaneous data entry
Support faculty in the posting of grades.
Post tuition charges and credits in an accurate and timely manner.
Verify and audit student academic records for compliance with college policies.
Maintain student electronic files including uploads, policy implementation, process ownership and document verification.
Responsible for integrity of A&S course listings. This includes regularly auditing courses across all departments to ensure the adherence with college policies and procedures.
Manage Listings for all undergraduate Arts & Sciences courses including home and ident course details, scheduling final exams, etc.
Verify and post course information for publications and website.
Provide support to Arts & Sciences Curriculum Committee.
Create and provide documentation and reports for issues related to academic progress/probation, financial aid and billing.
Assist with the audit of student records to support the committee on academic progress.
Provide verifications for enrollments, degrees earned, academic standing, and other official student and course-based reports.
Monitor student records to ensure compliance with academic regulations and program requirements for graduation.
Support graduation process by assisting in the preparation of graduation lists, identifying certain inductees, etc.
Track intent to graduate submissions; assist the Registrar in resolving problems with graduating students; generate reports for the Registrar and the school’s associate dean; proof degree list and awards list; assist with the recognition ceremony and distribution of diplomas
Assist with the audit of student academic records in preparation for graduation. Work with Registrar and Associate Dean to ensure timely and appropriate follow up.
Support the Registrar with awarding Latin Honors to the degree.
Serve as a source of information on administrative, academic and procedural matters to students, prospective students, faculty, and staff.
Serve as a general office resource/contact for faculty, students, and staff, in addition to external inquiries on degree and/or enrollment verification, etc. Serve as liaison with University Registrar, Student Accounting and Financial Aid Offices in order to comply with registration deadlines, commencement deadlines and general student affairs policies.
Work with International Office to ensure students with visas maintain compliance with federal regulations.
Perform Registrar responsibilities when Registrar is absent.
Assist with miscellaneous mailings and other duties as assigned.
Respond to miscellaneous questions and requests from students, administrators, faculty and alumni.
Coordinate events in conjunction with appropriate personnel. Book event space; arrange food and beverage and other items as needed
Organize event logistics.
Other duties as assigned
High school diploma or equivalent high school certificate and three years of related work experience in office setting or bachelor’s degree and one year of experience in office setting.
Experience with Microsoft Word, Excel, and web applications.
Excellent oral and written communication skills.
Ability to balance many tasks at one time.
Must be a team player and work with a positive attitude on any task.
Five years of experience in office work.
Experience with working with student records and databases.
Exercise good judgment regarding priorities and critical nature of certain jobs.
The Assistant Registrar is responsible for confidential information that pertains to meetings, conversations, and student records. As such, the employee must be discreet and must maintain confidentiality as appropriate.
Strong interpersonal skills.
Good analytical and problem-solving skills; extremely detail oriented.
Grasping systems/technology/programs’ processes, and having the mindset and logic to process it, and being thorough and detail-oriented while doing so.
Ability to meet deadlines, be part of a team, and capable of handling stressful situations.
Ability to complete tasks from start to finish.
Ability to understand how individual tasks are interrelated and all impact the big picture and overall goals of the college.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is for the Dean College Arts & Sciences Department. The position is located at Cupples II Hall. This position is for the Danforth Campus.
The hiring range for this position is $19.56 - $24.96 per hour.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Applicant Special Instructions:
WORKING CONDITIONS / EQUIPMENT:
Must be able to move to various campus locations, set up tables and materials, and lift boxes of program supplies.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.