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Assistant University Registrar

University of South Florida
Tampa, FL

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Title: Assistant University Registrar
Location: Tampa, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 30527
Position Details

Dept Number/Name: 0-3720-000 / Registrar's Office

College Division: Academic Affairs - Student Success

Salary Plan: Administrative

Job Code/Title: 9414 / Assistant University Registrar

Hiring Salary/Salary Range: $56,600

Position Number: 00003570


The Office of the Registrar leads a hub of critical services for students, faculty and staff, including student and academic record keeping, a conflict free academic schedule, registration, graduation, data reporting and state and federal compliance to support the University of South Florida (USF)'s educational programs.


This position leads the development and execution of all functions related to graduation certification process for One USF. Ensures maintenance of and accurate, timely processing of student record information affecting graduation. Demonstrates initiative and extensive independent judgment to gather and analyze relevant information and research, while leading team in verification and coding of applications for degree, certification of degrees, and application of comments to students' official academic transcripts. This position serves as an Office of the Registrar liaison with academic and other student service units to facilitate the graduation process for the University. This position performs data queries and analysis and produces data summaries of graduate certification by college, department and student cohort in addition to preparing student records for the Student Degree File (SIFD) submission. Provides input on strategic planning, enrollment management, emergency preparedness, State and federal compliance, core work enhancement, performance management, student record and data management and statistical analysis, presentation, reporting, and outcome assessment.


Manages team responsible for processing graduation and ordering diplomas, requests for duplicate, replacement and special order diplomas for One USF. Oversees and monitors the online graduation application processes for all academic divisions, colleges and campuses. Compiles and maintains records of students applying to graduate through receipt of their diplomas. Proofs Commencement programs, processes the National Student Clearinghouse graduation file, including reinstatements, and prepares and releases degree certifications and official transcripts held for graduation.

Performs various queries to identify potential undergraduate and graduate student populations. Generates preliminary certification lists of graduands. Coordinates and distributes these lists to all academic colleges within the University. Develops and implements practices and procedures to continuously improve the speed and accuracy of the graduation certification process, ensuring full compliance with institutional policy and Florida Board of Governor updates and directives. Provides input regarding enhancements for system changes. Serves as team lead to develop new functionality, manage upgrades and system modifications. Analyzes, tracks and resolves issues related to graduation and degree certification with optimal customer service. Collaborates with academic administrators and staff and personnel in Undergraduate and Graduate Studies to research, resolve or recommend actions in order to resolve problems or questions about graduation certification. Serves as critical partner to the Commencement Office, University Bookstore and other campuses concerning graduation eligibility, student participation in Commencement, and special recognition of graduates, including honors designations.

Establishes goals, prioritizes, plans and reviews the work of direct reports. Provides a high level of service through new staff onboarding and continuous development and training. Reduce costs and duplication of efforts where possible. Creates and promote a friendly and customer care environment and recognizes staff for being quality service providers. Helps maintain the URO task calendar and wiki, and is responsible for identifying professional development and training opportunities for team.

Responsible for monitoring student holds and releasing diplomas and transcripts based on students' status. Responsible for producing Honorary and In Memoriam diplomas. Responsible for authenticating the validity of diplomas awarded by the institution, posting final graduation statuses and updating expected graduation dates. Responsible for posting approved leave of absence and processing time unit extensions. Reviews and updates records of students declaring multiple majors within one college, fifth year post-baccalaureate students, graduation certified students, and all other curriculum and classification code issues. Shares general information on University policies and procedures through telephone, written and in person inquiries; answers and manages the review of several email boxes for the Office of the Registrar, ensuring issues are appropriately escalated for timely, accurate resolution that provides maximum benefit to students when possible.

Responsible for ensuring confidentiality of student data. Performs all work with confidential and sensitive student information under observance of the Family Educational Rights and Privacy Act (FERPA), and other federal and State guidelines. Informs the individuals working with confidential student information about legal restrictions, privileges, and ethical considerations surrounding its use.

Supports the mission of Student Success, Enrollment Planning and Management, and the URO with other duties as assigned. Regularly updates Associate University Registrar on status of projects, highlighting important issues and areas of concern. Serves on institutional committees at the discretion of supervisor and the University Registrar. Serves as essential personnel for Continuity of Operations Planning for the continuation of essential functions during a disaster or emergency. May serve in the absence of the Associate University Registrar, to ensure the mission and goals of the URO are met.



Bachelor's degree from a regionally accredited institution with a minimum of four years related experience, including two years of supervisory experience.


Preferred candidate will have one year of experience enforcing Florida Board of Governors regulation and reporting requirements, particularly related to graduation and SIFD preparation. Preferred Candidate will have thorough knowledge of graduation, diploma ordering and academic transcript notation processes and systems, State and Federal reporting, and enrollment management. Outstanding decision-making, problem solving, organization skills, and research abilities. Ability to develop, identify, and manage multiple priorities in a fast-paced, deadline driven environment while providing exemplary customer service. Strong working knowledge of and ability to adhere to FERPA. Candidate will possess outstanding technology skills required, including comprehensive knowledge of student information systems (Ellucian Banner preferred), Windows, MS-Office, querying and business intelligence software, and other applications required along with interest and skills to seek and implement technical solutions.

USF Tampa

Information for Applicants

This position is subject to a Level #1 criminal background check.

Job Opening Number: 30527

Posting Date: 04/20/2022

Posting End Date: 05/07/2022

How To Apply

Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.

Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.

Click here for additional tutorial information.

Equal Employment Opportunity

USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.

The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.

Work Location

Campus map and location overview: USF - Tampa Campus

About USF

The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.

Working at USF

With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.

To learn more about working at USF please visit: Work Here. Learn Here. Grow Here.

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