Assistant Registrar

Job description

TITLE: Assistant Registrar                                                                                                                         

DEPARTMENT: Office of the Registrar                                                   

REPORTS TO: Registrar


EMPLOYMENT STATUS: Full-time        

EMPLOYMENT CLASSIFICATION: Exempt                       



Under limited supervision, administers the overall operations of the records office, including areas such as management of student records, official and unofficial transcript, grade petitions, graduation process, monitoring academic guidelines, degree audit reporting system, and related matters.  Ensures compliance with Family Rights and Privacy Act and all other applicable laws and regulations. 


  • Develops and implements systems to maintain student academic records; on-line degree audit reporting system (if applicable); administers storage, security, accuracy, and preservation of academic credentials in accordance with university policy; accreditation standards, and privacy laws.
  • Interprets and enforces academic rules and regulations; monitors academic standing; coordinates probation, suspension, and dean’s lists, as appropriate.
  • Oversees the supervision of personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
  • Manages grade and transcript processing; coordinates academic information for graduation clearance; provides special program certifications; compiles statistical information and prepares reports.
  • Coordinates the grade petition process, responses to inquiries concerning academic performance, and resolves problems regarding the management of student records.
  • Oversees all facets of the daily operations of the organizational unit, ensuring compliance with the University, state, and federal laws, policies, and regulations.
  • Submits certification of athletic eligibility for student-athletes to appropriate external agencies (if applicable).
  • Participates in development, implementation and maintenance of policies, objectives, short-and long-range planning; develops and implements projects and programs to assist in accomplishment of established goals.
  • Represents the organization at various community and/or business meetings, committees, and task forces; promotes existing and new programs and/or policies.
  • Develops or assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
  • Participates in the development of annual operating budgets and provides fiscal direction to the unit.
  • Performs miscellaneous job-related duties as assigned. 

    OTHER DUTIES: Perform other duties as assigned. 



  • Bachelor’s degree from an accredited institution at minimal; Masters preferred.
  • Two years’ experience working full-time in a post-secondary educational environment or equivalent customer service environment where rules and regulations are applied to individual customers.
  • Substantial experience working with complex web applications, database management systems, Microsoft Excel, Microsoft Word, calendaring, email, and web browsers within the last 3-5 years.  Familiarity with Banner, Toad/SQL, and/or Degree Works within the last 3-5 years is preferred.
  • Experience in public speaking. 


  • Ability to develop and maintain recordkeeping systems and procedures.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Knowledge of accreditation and certification requirements and standards.
  • Ability to gather data, compile information, and prepare reports.
  • Skill in the use of personal computers and related software applications.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of academic standards governing student probation, suspension, and/or expulsion.
  • Ability to use independent judgment and to manage and impart confidential information.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Ability to analyze and solve problems.
  • Skill in organizing resources and establishing priorities. 

    SUPERVISORY RESPONSIBILITY: This position does have supervisory responsibility as being the second in command in the Office of the Registrar.  This position will help foster a team environment within the office. 



  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.

  • KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

    The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.




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    Job No:
    Posted: 10/15/2020
    Application Due: 12/14/2020
    Work Type: