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Assistant Registrar

Hartwick College
Oneonta, NY

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Administrative Jobs
Institutional & Business Affairs, Registrar & Student Accounts
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Date: August 6, 2021
Title: Assistant Registrar

Description: Reporting to the Registrar, the Assistant Registrar is the main source of communication for the Registrar’s Office, maintaining the Registrar’s Office web site and other communication tools, sending informational emails to students and faculty, coordinating all Registrar’s Office training sessions, greeting all walk in visitors, monitoring emails and answering the main office phone. In addition, the Assistant Registrar oversees and coordinates a diverse body of work including producing the College Catalog, overseeing the Junior and Senior review processes, coordinating the Recruit Back process for non-registered current students, overseeing transfer credit evaluations for all students, overseeing the Academic Course Planner and coordinating the new student course registration process.  The Assistant Registrar also processes all transcript requests, assists with coordination of writing and math level processing, coordinates term check-in/directory verification, maintains student demographic data, assists with course registration activities, processes major and minor changes, assists with data reports and data quality assurance, and maintains all materials accessed by Registrar’s Office customers.


    Process transfer credit evaluations, working with department chairs and the Registrar as neededCoordinate entire transcript production process, including working with external vendor, archivist and other campus constituenciesMaintain Registrar reference guides, web site, forms and main office calendar, including publication to web site and other sources designed to inform the campusAssist with course registration activities, including advising students on processes and policies, troubleshooting issues and referring as appropriate. Work with the Advising office to coordinate new student registration and oversee the Academic Course Planner processOversee the Recruit Back process for students, coordinating with all relevant campus constituencies to ensure students are being provided with the highest quality of service and ensuring they are making choices based on the best information possible.Coordinate all aspects of College Catalog productionCoordinate all office communications, including but not limited to, emails and all-campus emails from Registrar email account, including posting deadlines and events on Wire, Hartlink and other areas frequented by our customers and notifying students of academic record changes (transfer credit, CAS decisions, special registrations, etc.), and assist with faculty and student trainingsAnswer main Registrar Office phone line, monitor email to main Registrar account and work with walk in customers to provide effective customer serviceCoordinate the Senior and Junior student review process, including working with students in deficit situations to develop plans for degree completionCoordinate term check-in/directory verification processAssist with course scheduling, enrollment and degree verificationMaintain writing and math levels, and process major and minor changes for studentsPerform various data analysis tasks as assigned, including downloading and analyzing data for seat projections, student demographic reports and recruit back trendsParticipation in significant campus activities including Welcome Weekend, True Blue Weekend, and Commencement Weekend Expected to comply with all applicable College, Federal, State, local and associational regulations As a representative of the College, expected to comport oneself in a professional manner at all times, both on and off campus

Qualifications:  Minimum requirements for this position are a Bachelor’s Degree from an accredited college, university or technical school with at least 3 years of experience working in an environment that deals with confidential information, preferably a Registrar’s Office.

Extensive experience working in a student information system, creating reports and analyzing data, using spreadsheets and word processing software, maintaining a web site using CMS software, maintaining written documents and forms, sending mass emails and developing and maintaining workflows for various projects. Experience positively communicating with a diverse population using a variety of methods, including phone, email and in person is a must.

All employees are required to be fully vaccinated for COVID-19 prior to the start of their employment.


An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply. 

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.

All applicants are asked to submit the following materials with their online applications.

    A cover letter;A resume;A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement ( names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor) 
Review of applications will continue until the position is filled.





Working at Hartwick College 

An independent, residential liberal arts college enrolling approximately 1500 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority.  Located in the scenic Susquehanna River valley in Oneonta, NY, near the northern foothills of the Catskill Mountains, the College has adopted a Liberal Arts in Practice curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Our Mission
Hartwick College, an engaged community, integrates a liberal arts education with experiential learning to inspire curiosity, critical thinking, creativity, personal courage and an enduring passion for learning.

Our Purpose
Our purpose as a college of the liberal arts and sciences is to educate people who will thrive in and contribute to the world of the future; people who are prepared to meet the personal, intellectual, and social challenges of a rapidly changing and increasingly interdependent world.

Hartwick graduates will be noted as being able to thrive in a world of global interdependence in which people of the broadest range of national, ethnic, social, and personal backgrounds will interact personally and technologically.

To thrive in this context will require that Hartwick students learn to: understand the world from a variety of perspectives; work constructively with people from a variety of backgrounds and life experiences; be avid learners and critical thinkers; communicate effectively and have a well-developed personal presence; be purposeful in their actions and value-based in their decisions; and know how to use information technology resources as a routine tool to enhance effectiveness.

Our Values
We are:

  • a college of the liberal arts and sciences, focusing on the development of the disciplines of thinking, learning, analyzing, communicating, and values-based judgment;
  • a relationship college, focusing on the development of a 24 hour per day, seven day per week, residential educational experience characterized by personal responsibility and collaborative relationships among faculty, students, and staff; and
  • a future-directed college, focusing on educating people in ways that will make them effective and contributing citizens to the world of their future.

Our Character:
By being intentional in fulfilling our values—taking those actions that help us better be what we believe we should be—we are a college of both quality and distinctiveness. We are a future-directed community of learners where students, faculty, and staff are mutually engaged in intellectual, social, and personal learning inside and outside of the classroom. Our curricular and co-curricular educational experience emphasizes: shared and interdependent learning; a balance of challenge and support; a caring commitment to the individual; intellectual, social, and individual rigor; the development of personal responsibility; and approaches that link theory and practice, what we term "The Liberal Arts in Practice." 

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