Assistant Registrar, Academic Records and Enrollment

California, United States
18 Oct 2018
End of advertisement period
18 Dec 2018
Contract Type
Full Time

Note: Not all unique aspects of the job are covered by this job description


Oversee the daily operation of core functions within the Office of the University Registrar: academic records, enrollment, grading, and dissertations. Manage the work of records specialists and temporary employees.

Core Duties*

  • Contribute to overall unit or functional objectives and priorities by overseeing the daily operations; coordinate and oversee the hiring of staff, temporary seasonal employees and/or students.
  • Review exceptions to university polices and/or procedures and contribute to defining processes for ongoing exceptions to routine procedures. Independently determine appropriate responses to complex issues.
  • Collect, record, maintain and report on student records within regulatory guidelines, e.g., grades, registration data, transcripts enrollment verification, eDissertation, and ICCB audits.
  • Develop recommendations for the implementation and maintenance of technology applications, and identify, negotiate and manage relationships with outside vendors. 
  • Collaborate with administrators, deans, faculty, IT and counselors to facilitate and improve services to students, including registration / records’ policy questions.
  • Consult and advise students, faculty and others on issues involving academic policy, grading, enrollment and petitions.
  • Lead the development of resources and trainings to provide information on university policies, systems processes and procedures.
  • Lead and develop audits and manage reporting tools to provide continuous evaluation of current business processes; verify accuracy of data; make recommendations for process improvements as a result.
  • Oversee the work of staff, including student and temporary employees.

Academic Records

  • Oversee and audit data entry into PeopleSoft to ensure proper maintenance and accuracy of student records. Including, but not limited to, generating reports, analyzing student records data, communicating with appropriate constituencies, and ensuring updates are completed in accordance with policies, procedures, and/or standards to resolve inconsistent data.
  • Ensure compliance with and advance the University records retention policies by using professional resources to stay current with records management techniques relating to imaging, disaster recovery, retention schedule, and other critical issues.
  • Create, maintain, and secure University academic records in accordance with standards, and ensure compliance with FERPA, as well as implementing industry best practices.
  • Manage new and existing Record’s vendor contracts, prioritize product enhancements and establish service agreements with records-related vendors.
  • Collaborate on, and prioritize, the implementation of software enhancements and/or version implementations, for current and future systems, as they relate to enrollment and academic records, including, but not limited to, PeopleSoft, Nolij, NSC, transcript processing, diploma management and dissertation submissions projects.
  • Manage annual Commencement activities related to diploma distribution, grading outreach, dissertation submissions, and degree verifications.
  • Manage the eDissertation process to ensure Masters and PhD students are able to successfully submit dissertations and work directly with the library to ensure that dissertations are properly cataloged. 

Enrollment and Grading

  • Certify the accuracy of student enrollment and grading each quarter by coordinating audit reports and other quality assurance checks of student records; requests new reports to identify areas of improvement and drive policy changes when needed. 
  • Plan, implement, and oversee enrollment functions throughout the academic year; including, but not limited to, student information setup and verification, petition processing and enrollment audits.
  • Advise student services staff concerning academic, registration, and/or records problems; work with faculty and staff to resolve issues; verify student enrollments as requested.
  • Oversee enrollment processes by developing and documenting policies and procedures, implementing and maintaining effective systems, and working in cooperation with the campus community to ensure academic policies and procedures are enforced and proper records are maintained.
  • Work in conjunction with compliance officer to ensure the correct and timely reporting of enrollment data to the National Student Clearinghouse and facilitates the resolution of related system and data discrepancies, as well as difficulties experienced by students, such as securing loan deferments and other related matters. 
  • Maintain a thorough knowledge of academic policies and University data systems and provides training for the campus community on topics such as FERPA, grading, academic policies, and student information systems and services. 

Team Leadership

  • Supervise the daily operational activities of Academic Records & Instruction Support Specialists, and Academic Records Assistants (2 full-time staff, 1-2 temporary staff). 
  • Develop a competent, productive, and effective staff by selecting and supervising, directly and through delegation, assigned staff.
  • Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, maintaining membership in professional organizations and participating in conferences, attending professional development courses, and attending training and/or courses related to the registrar profession.
  • Participate on university committees as designated.
  • Contribute to the overall success of the Office of the Registrar by performing all other duties and responsibilities as assigned.

* - Other duties may also be assigned


Education & Experience:

Bachelor’s degree and five years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated skills in managing and developing staff.
  • Advanced understanding of higher education administration and operations of the Registrar’s Office.
  • Advanced skills in analysis and development of complex business processes and ability to translate to solutions.
  • Ability to interpret and explain complex academic policies and procedures.
  • Expert communication skills, both oral and written.
  • Expert problem solving and customer skills.
  • Advanced experience with office applications.
  • Ability to work with computer applications and systems, business processes.

Certifications and Licenses:



  • Frequently perform desk-based computer tasks, seated work and use light/ fine grasping.
  • Occasionally lift, carry, push pull objects that weigh up to 10 pounds.
  • Rarely stand, walk, use a telephone and write by hand.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


  • May work extended or non-standard hours based on project or business needs.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,