Assistant Registrar

Payroll Title: UCP VIII
Class Code: 0836-9088
Job Family: ASR
FLSA Code: E
Score: 592


Under the general direction of the Registrar, manages an essential registration function and administers the creation and maintenance of permanent academic/administrative records; assures the integrity, security, condition and access to these documents and supervises the issuance of official documents.


  1. Has principal user responsibility for a state-of-the-art on-line interactive academic/administrative system, including system design, function, documentation and updating.
  2. Serves as a resource to the University community regarding university-wide academic/administrative system.
  3. Monitors and enforces compliance with University policies and by-laws regarding assigned essential registration function.
  4. Manages a unique Registration function, establishes and reviews office policies and procedures; plans workflow and sets priorities to meet academic calendar deadlines; monitors student labor expenditures.
  5. Is responsible for issuing official University documents such as transcripts or academic audits (except Law, Social Work and Health Center), official catalog course descriptions, etc. and for collecting fees charged for these services, if applicable.
  6. May be responsible for the design, operation and product quality of a microfiche records system, including the efficient interaction of conventional-image and computer-output microfiche of records archived from the on-line system.
  7. May be responsible for determining plans of study and PACE evaluations to determine Undergraduate students’ compliance or non-compliance with University and School/College degree requirements and University regulations.
  8. Supervises, trains and evaluates clerical staff responsible for processing and maintaining academic history files and records, updating information and furnishing reports; establishes work schedules and work assignments.
  9. Evaluates effectiveness of existing policies and procedures and recommends changes.
  10. Enforces the requirements of the Family Rights and Privacy Act as it affects release of confidential information contained in student academic records and ancillary files.
  11. Ensures accuracy and timeliness of student records data through close coordination with other university assistant registrars and officials in the offices of the Dean of Students, Admissions, Graduate School, and the Schools, Colleges and Divisions.
  12. Serves as the principal source of information about all University academic records or academic history except graduate professional school records.
  13. Keeps informed of all changes in policies and by-laws that affect student records.
  14. Performs related duties as required.


  1. Bachelor’s degree in appropriate field
  2. Five years experience in a Registrar’s Office
  3. Basic familiarity with standard records-keeping procedures, including AACRAO criteria
  4. Knowledge of state of the art computer support systems for data management
  5. Capability for meticulous attention to detail in matters of record accuracy, format, and transcript quality
  6. Ability to deal effectively with a wide range of people
  7. Personnel management skills
  8. General knowledge of academic regulations
  9. Thorough understanding of the Family Rights and Privacy Act and other legal issues relating to academic records or academic history

Date Created: 6/28/85
Date Revised: 9/17/99