The Assistant Registrar for Student Services supervises a team of staff members, Student Services Associates (SSA) assigned to the core operations of the unit. The incumbent is responsible for overseeing the following key functions: registration assistance, grading assistance, transcript assistance, management of interactions through email, online chat, phones and walk-ins, and academic history maintenance. Under the direction of the Associate Registrar for Student Services and Graduation, the Assistant Registrar will coordinate activities and support directly related to the aforementioned key functions and is responsible for the day-to-day management of customer service and student records support. Coordinates the management of all records (paper & electronic) for the entire institution. Serves as the College’s official liaison with the SC Department of Archives and History’s Archives and Records Management Division and ensures proper compliance with established state guidelines.
Bachelor’s degree and three years experience working in a college or university Registrar’s Office. Master’s degree preferred. Supervisory experience is preferred. Experience in records management and EDMS systems preferred. Knowledge and experience with student records, information storage and retrieval systems, digital imaging, and other archiving principles and techniques are helpful and preferred. Candidates with an equivalent combination of experience and/or education are encouraged to apply.
Required Knowledge, Skills and Abilities
Excellent written and oral communication skills required. Requires skillful planning, organizational, analytical and interpersonal skills. Some knowledge and familiarity with the South Carolina Public Records Act and its implications for the College of Charleston. Well versed in the demands and implications of such legislative mandates as FERPA and Graham-Leach-Bliley and how they relate to records management. Ability to apply and enforce records and information management principles and techniques equitably and evenly across various campus units.
Additional Comments Regarding Position
Occasional travel to training sessions and/or conferences. Weekend work twice a year for graduation services and End of Term Processing.
Special Instructions to Applicants
Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.
*Salary is commensurate with education/experience which exceeds the minimum requirements.
Offers of employment are contingent upon a successful background check.
The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.
Plans, coordinates and documents all aspects of the grading and class roll processes for the College, including corresponding and advising faculty & staff about deadlines, policies, and concessions. Manages updates to student standings and enrollment status changes for all undergraduate students.
The Assistant Registrar ensures that all functional areas of the unit within their sphere are adequately staffed and resourced. This requires vigilance to employee schedules and requests for leave. Additionally, the Assistant Registrar is expected to present the needs of their areas to the Associate Registrar and the University Registrar on a regular basis. This requires regular analysis of unit needs and an ability to synthesize relevant data to inform decision-making. Ensures accurate changes are made to the academic history of current and former students as necessary. Oversees and assists with registration and grading activities at the front counter. This involves direct responsibility for processes within Banner that controls these functions. Responsible for assuring the prompt opening of the office (8:30 am) and ensuring the office is secure for the evening (5:00 pm).
Essential or Marginal
Percent of Time
Reviews student and faculty forms and updates student records in accordance with academic policies in a timely manner. Advises and provides guidance to academic departments and other administrative offices regarding policies and procedures for forms. Forms include but are not limited to, change of grade, deletion from the grade roll, withdrawal due to excessive absences, leave of absence, petition for late withdrawal, withdrawal from college, permission for an undergraduate student to take a graduate course, XXF Memo, deceased student flag, disciplinary suspension/dismissal, and IP grades/placement.
Serves as direct liaison with faculty, staff and administrators from the academic units across campus to troubleshoot any issues and assist in addressing new and/or unique needs related to the Office of the Registrar. Also works with students and parents as needed or elevated by other staff within the unit. Assists with updates to training manuals/materials as necessary and clearly communicates changes to assigned staff. Prioritizes front office daily work; monitors progress and productivity of assigned staff.
Essential or Marginal
Percent of Time
Assists with the end of term processing. Monitors RO Forms workflows to ensure they are processed in a timely manner. Oversees the registrar and grades email accounts and assists during busy times. Creates the Student Service Associate (SSA) weekly schedule. Ensures the SSA’s are cross-trained and have a general understanding of processes throughout the Office of the Registrar. Responsible for the cross-training of student workers. Evaluates policies and procedures and make recommendations for improvements.
Monitors and evaluates quality control processes for accurate and efficient records management (i.e., document storage, retention, disposal) in the Registrar’s Office to ensure proper compliance with SCDAH and FERPA demands. Meets regularly with internal users to determine information storage and retrieval performance and other automation needs. Consults with and advises Registrar’s staff and other information “feeder” offices on best practices for optimum accuracy and workflow. Works closely with SCDAH on the proper and timely disposal of campus records. Audits RO internal information management systems.
Essential or Marginal
Percent of Time
Advises and trains employees on proper records storage, retention and disposal methods. Consults with all campus users regarding records management in their respective areas to ensure full campus compliance with state and federal regulations. Audits and evaluates information management systems campus-wide.
Assists with the updating of data and processing of error corrections regarding the National Student Clearinghouse for enrollment and degree files. Interacts with faculty, staff and students on a regular basis. Provides policy interpretation and academic services. Participates in technology updates and new technologies implemented. Oversees the training and evaluation of staff.
Founded in 1770, the College of Charleston is the oldest institution of higher education south of Virginia and the 13th oldest in the United States. The College has earned a reputation for excellence in the liberal arts and sciences throughout its nearly 250-year history, and this remarkable tradition provides a strong foundation for 21st century learning. The College is also one of the largest and most sought-after employers in the region. The College is more than just a place to work; it’s a place where you can build a career and make a difference for our students and the community. We offer a wealth of benefits, resources and learning opportunities.