Assistant Registrar

**This is an on-site position. Remote workers will NOT be considered.**


Assists the Registrar for University-wide leadership and planning in the development, implementation, and monitoring of all aspects of student registration and records.

Assists with all aspects of student academic records management including registration activities and implementation of academic policies. Daily responsibilities include the processing of transcript requests, deferments, enrollment verifications, creating (on the spot) Independent Study, Credit by Exam, Internship courses, assigning rooms on an “as needed” basis, updating cap changes, professor names, times and days, and keeping this information updated in the Registrar’s Office web pages. Serves as liaison with the representatives of and processes the scheduling of Dual Enrollment, Archdiocese Religious Education, Spain program, Educator Workshop, and Organizational Leadership classes (creates terms & courses, inputs faculty information, make any adjustments needed to the records, run final grade rosters, input and update grades in Datatel). Organize all aspects for commencement including the ordering of diplomas. Responsible for evaluating student records for National Association of Intercollegiate Athletics (NAIA) eligibility certification. Assists students with VA benefits. Assists with registration and provides precise and accurate information to students in order to facilitate transactions in a smooth and orderly fashion.



  • Welcome and assist incoming visitors; screen and announce when appropriate.
  • Receive and route incoming calls in an efficient and courteous manner; take accurate messages as necessary.
  • Respond to inquiries from faculty, staff, students, and others concerning office/program activities.
  • Perform routine administrative tasks utilizing knowledge of departmental policies and procedures.
  • Acts as liaison with University webmaster on creating and updating departmental web pages.

Registrar’s Office and Academic Policies

  • Assists the Registrar in the daily operation of the Registrar’s Office by supervising office staff, responding to inquiries and researching and resolving problems related to transactions handled by the Registrar’s Office on a daily basis. This position also serves as liaison with other departments in the resolution of day-to-day operational issues.
  • Monitors the database to ensure that changes to student records are accurate and processed in a timely fashion.
  • Retrieves data using existing reports or designs simple ad hoc reports with the support of the Office of Information Technology (OIT).
  • Assists the Registrar in the development of the office calendar and establishment of project deadlines.
  • Maintains the active student files.
  • Arranges and schedules room assignments, including online and E-Learn programs.
  • Assists in formulating procedures for systematic retention, protection, retrieval and transfer of student records.
  • Helps develop university standards and procedures in conjunction with OIT staff.
  • Counsels and informs students regarding academic standards and prepares a follow-up report for notification to departments concerned.

Verification Responsibilities

  • Processes requests for verifications for the National Association of Intercollegiate Athletics (NAIA) by utilizing the student database for information and in compliance with the Student, Family Rights and Privacy Act (FERPA).
  • Assists the Registrar with NAIA reports and evaluations of student-athlete eligibility.

Data Entry/File Maintenance

  • Maintains and updates academic records online.
  • Prepares, monitors, corrects or updates students’ degree program/minor or date degree expected online.
  • Registers students, researches and adjusts registration-related issues for Student Success Center.
  • Assists in preparing all paperwork for submission to the Department of Veterans Affairs on behalf of students who qualify to receive VA benefits and report student registration/certification every semester utilizing VA-Cert software.


  • Assists with Graduation Expectation lists and updates to Student.

Budgeting Responsibilities

  • Responsible for supervisor’s Pcard reconciliation on a monthly basis.
  • Maintain departmental budget records, including processing Purchase Order Requisitions.
  • Inventory office supplies, including monitoring and reordering as required.

Course Rosters/Grading

  • Helps faculty in the use of Webadvisor to look up their individual course information, course rosters and input their final grades.
  • Generates Final Grade Roster email and sends to faculty by set deadlines as published in the university’s Academic Calendar.
  • Verifies and makes corrections to final grades on line for all courses for all academic terms.
  • Processes and enter all incomplete removals and grade changes online.
  • Generates and mails grade reports at the end of every semester as requested by students.

Miscellaneous Activities

  • Data clean-up and correction.
  • Other duties as assigned by the Registrar, Vice President for Enrollment Management and/or Provost of the University/Chief Academic Officer.
  • Complies with departmental and University safety rules and regulations.
  • Serves on University committees as requested.


  • High School Diploma/GED required; minimum of one years’ college education required, Bachelor’s Degree preferred.
  • Minimum of two years’ progressively responsible experience in a College/University Registrar’s Office demonstrating leadership and supervisory skills, and thorough and proven proficiency with office practices, procedures and equipment required.
  • Bilingual a must.
  • Experience with relational databases and related computer systems required, Datatel’s Colleague® preferred, SQL retrieval languages preferred; Word/Excel for Windows preferred.
  • Attention to detail, excellent interpersonal and strong supervisory and organizational skills needed to accomplish several ongoing assignments simultaneously.
  • Must be self-starter, able to work under pressure, coordinate daily operations and meet established deadlines.
  • Works regularly with information requiring utmost discretion and integrity.
  • Ability to exercise critical human relations skills in establishing and maintaining effective working relationships with employees, students and the public.
  • Knowledge of alphanumeric filing and cross-filing. Excellent proofreading skills and effective written and verbal communication skills are necessary.
  • Professional appearance and demeanor including experience in meeting the public and dealing with people using tact, poise, patience and courtesy.
  • Some evening/weekends hours are required.
  • Physical requirements are within the normal bounds of an office environment but may include occasional lifting, carrying, pushing/pulling 20-50 pounds.

Job Type: Full-time

Pay: $40,000.00 per year


  • Monday to Friday
  • Weekend availability

Application Question(s):

  • Please provide contact information for three (3) professional references.


  • High school or equivalent (Required)


  • Academic Admissions Coordinators & Registrars: 2 years (Required)
  • Colleague system: 1 year (Required)


  • Two languages (Preferred)


St. Thomas University is an E-Verify® Equal Opportunity Employer.

All employees are required to pass a criminal background screening and official degree transcripts will be required upon hire.

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