Assistant Registrar for Certification & Records

San Rafael, California
May 31, 2017
Institution Type
Four-Year Institution


This position assists with the functioning of the Registrar’s Office by sharing reception duties, opening and closing the office each day, communicating policies and procedures, assisting students with registration and schedule changes; certifying enrollments, course loads, degree progress, and degree conferrals with accuracy and confidentiality.This position is also responsible for processing the fulfillment of all academic transcript requests, issuing all other types of certifications to external entities, and sharing in the supervision of work study students.Work hours are Monday through Friday, although some weekend or evening hours may be required over the annual Commencement weekend in May.


Office Reception

  1. Open and close the office Monday through Friday (M-R 9-6, F 9-5)
  2. Share reception duties with Asst. Registrar for Academic Records
  3. Provide information about academic policies and procedures
  4. Act as primary distributor of incoming calls and correspondence
  5. Share rotating responsibility for hotline, e-mailbox, weekly staff meeting

Academic Record Maintenance

  1. Process registrations, schedule changes, advisor assignments
  2. Process changes to personal data, student account holds, association types (Honors Program, Athletes), awards/honors designations (Dean’s List, Dean’s Honors)
  3. Create new folders for incoming students, audit paper docs sent by Admissions
  4. Process registrations for IEN population - coordinated with Nursing Dept.
  5. Process course cancellations and provide follow-up communications
  6. Correct record errors and duplicated records as needed


  1. Transcripts: process requests, maintain National Student Clearinghouse (NSC) ordering site content and data
  2. Process enrollment verifications and degree verifications
  3. Certify student athletes for NCAA II eligibility, provide data to Athletics as needed
  4. Issue Solomon reports to armed services

Graduation Processing

  1. Process graduation applications
  2. Perform graduation audits
  3. Proofread graduation honors

Perform other duties as assigned

Required Qualifications:

  • Bachelor's degree or equivalent combination of education and experience
  • 2-3 years of experience in a higher education records office
  • In depth knowledge of Family Privacy law regarding student records (FERPA)
  • Proficient in Microsoft Office Suite, Gmail, Google docs and calendar, Internet software, Adobe Acrobat, and database software
  • Excellent oral and written communication skills; ability to understand, interpret, and convey information about policies and procedures clearly and accurately
  • Attention to detail; ability to focus on detailed data entry, collating of official material
  • Ability to provide excellent customer relations in a busy work environment with competing deadlines
  • Excellent interpersonal communication skills with colleagues and constituents

Preferred Qualifications:

  • Proficient in Ellucian PowerCampus student information system
  • 3-5 years of work experience in a college or university Registrar’s Office
  • Membership in PACRAO, AACRAO, or a state ACRAO organization
  • Strong commitment to service, organization, cooperation and teamwork
  • Experience with SLATE or other customer relationship management tool
  • Some SQL experience

Additional Position Information

  • Priority will be given to applications submitted by June 20, 2017; however additional applications may be considered until the position is filled
  • Must be willing to consent to a background check

Dominican University of California is an independent, international, learner-centered university, offering both undergraduate and graduate programs. Dominican has a

1:10 teacher-to-student ratio, an average class size of 16, with a small-town feeling in a park- like campus. We blend interdisciplinary core courses, real-world studies, and small classes with close and supportive academic advising and mentoring.

Application Procedures

  • A cover letter is required
  • Compile one pdf document with resume and cover letter and upload in the Resume/CV section. Applications submitted without a resume and cover letter will not be considered.
  • For further questions on the application process, please contact
  • Link to apply:

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