Job Summary: 

The Registrar Assistant supports the Registrar’s Office by maintaining accurate student records, assisting with enrollment and registration processes, and providing exceptional service to students, faculty, and staff. This role includes handling data entry, managing transcripts, supporting graduation processes, and ensuring compliance with school policies and accreditation standards. The Registrar Assistant plays a key role in facilitating smooth administrative operations, enabling students to focus on their health care training and academic goals.

1. Student Records Management:

• Maintain and update student records, ensuring accuracy and confidentiality in compliance with school policies.
• Assist in entering, updating, and verifying student information in the SIS, including personal information, enrollment status, and attendance.
• Process transcript requests, ensuring timely and accurate delivery for current students, alumni, and external institutions.

1. Registration & Enrollment Support:

• Assist students with course registration, drop/add processes, and withdrawals, providing guidance and troubleshooting as needed.
• Verify prerequisites, monitor class capacities, and communicate with students about waitlists and registration deadlines.
• Help coordinate orientation sessions for new students, providing them with resources and information on registration and academic policies.
• Maintain liaison between all departments such as admissions advisors, bursar and faculty staff

1. Graduation & Certification Coordination:

• Support graduation processes by verifying completion of program requirements, processing graduation applications, and coordinating with faculty and program directors.
• Assist with organizing graduation ceremonies and preparing diplomas or certificates for graduating students.
• Provide students with information on certification requirements and process certification applications, ensuring they meet state or program-specific criteria.

1. Data Entry & Reporting:

• Enter and maintain data related to enrollment, grades, and program completion in the student information system.
• Generate and compile reports on student enrollment, retention, and academic progress for school administration and accreditation purposes.
• Perform regular audits of student records to ensure data integrity and compliance with school policies and accreditation requirements.

1. Customer Service & Student Support:

• Serve as a point of contact for students, faculty, and staff, addressing inquiries regarding registration, transcripts, and academic records.
• Provide guidance on policies and procedures, ensuring students understand academic requirements and deadlines.
• Assist students with requests and issues related to registration holds, grades, and account status, escalating complex issues to administration.

1. Policy Compliance & Accreditation Support:

• Support accreditation processes by assisting in the preparation of student records, reports, and documentation needed for audits and reviews.
• Assist in maintaining updated records of school policies and procedures, making sure they are accessible to students and staff.

1. Administrative & Clerical Support:

• Manage office communications, including phone calls, emails, and in-person inquiries, directing them to the appropriate staff members.
• Maintain organized and accessible digital and physical files of student records and office documentation.
• Order and manage office supplies, support event planning, and perform other general office duties as needed.

Qualifications:

• Associate’s degree in Education, Business Administration, or related field preferred.
• Minimum of 1-2 years of administrative experience, ideally in an academic or health care setting.
• Strong organizational and time-management skills, with excellent attention to detail.
• Proficiency with Google Suite and experience with student information systems or data management software.
• Excellent communication and customer service skills, with the ability to work effectively with a diverse student population.

Key Competencies:

• Strong data entry and record-keeping accuracy
• Ability to handle confidential information with professionalism
• Strong communication and interpersonal skills
• Problem-solving and customer service orientation
• Teamwork and adaptability in a fast-paced environment