Registrar Specialist for Academic Services

Position Title:

Compensation:

Department:

Start Date:

About this opportunity:

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring:

Position Function:

The Registrar Specialist for Academic Services will support key operations in the Office of the Registrar, with an emphasis on curriculum change requests, graduation functions, and event space requests. Provide backup and area of emphasis support for other Registrar Specialists and the office. Answer inquiries, troubleshoot issues, and provide solutions using individual skills, knowledge, and documentation for guidance.

Duties & Responsibilities:

1. Review all proposed curriculum updates for undergraduate and graduate students, including changes to degrees, majors, minors, and concentrations submitted for processing. Adhere to the established process for approved curriculum changes within the Banner student information system, ensuring alignment with institutional policies and database structure. Communicate curriculum-related policies, procedures, and updates clearly and effectively to ensure shared understanding and compliance across the institution.

2. Review and approve classroom event reservation requests submitted through the campus event management software, ensuring alignment with institutional policies, space availability, and scheduling priorities. Communicate with requestors to clarify event details, resolve conflicts, and provide guidance on facility use and event planning procedures.

3. Manage and maintain accurate academic records, with a focus on manual data entry and digital documentation. Process and update student records manually, including entry and modification of curriculum change requests, graduation-related items, and student general, and other identified changes. Assist with data clean up, identifying and correcting issues in the student information system to ensure accurate processing and reporting. Collaborate with academic departments to track and resolve discrepancies. This role supports the integrity of the student information system by ensuring timely updates, data accuracy, and compliance with institutional policies and academic deadlines.

4. Serve as a backup for the other Registrar Specialist positions as needed, maintain working knowledge of key processes and responsibilities to ensure continuity of operations during absences or peak periods. Provide support across functional areas to uphold service standards and meet institutional deadlines.

5. Prepare and process official academic documents for apostille and notary requests, ensuring compliance with state and institutional requirements. Coordinate with appropriate offices and external agencies to verify credentials, obtain necessary signatures, and facilitate timely authorization and delivery of documents for international and legal use. This position may become a certified notary for the Office of the Registrar.

6. Process manual credential and enrollment verification through the National Student Clearinghouse and handle individual credential and enrollment verification requests as needed. Ensure the accuracy of student academic records, responds to third-party requests in a timely manner, and maintains compliance with institutional policies and FERPA regulations.

7. Process budget-related paperwork for the department as needed, including purchase requisitions, expense reports, budget transfers, and invoice submissions. Ensure accuracy, compliance with institutional financial policies, and timely routing for approvals and processing.

8. Ensure office inventory is accurate and maintained to allow for standard operations in the Office of the Registrar. Serve as the contact for Travel Related requests and inquiries.

9. Process replacement diploma and certificate requests through the institution's online ordering system, ensuring accuracy of student information and fulfillment details. Regularly verify and maintain consistency between the online ordering platform and the student information system, updating records as needed to support timely and accurate issuance of official credentials.

10. Scan and index records that are needed for document retention purposes into the Banner Document Management system. Maintain secure, organized, and retrievable digital files. Maintain a working knowledge of academic record processing procedures to ensure document retention guidelines are upheld.

11. Maintain regular and predictable attendance.

12. Perform other related duties as assigned.

Minimum Qualifications:

Associate's degree or two years of additional related experience will be accepted in lieu of degree.

Minimum of one year experience in an office setting.

Strong computer skills with experience in Microsoft Office Suite. Committed to maintaining confidentiality, ethical conduct, and professional standards in all aspects of the role. Demonstrated time management and priority setting skills. Strong organizational, interpersonal, verbal, and written communication skills.

Preferred Qualifications:

Bachelor's degree from an accredited institution or equivalent.

Direct experience in a college or university Registrar's Office. Experience with Banner student module, Parchment, and National Student Clearinghouse.

Familiarity with relevant regulations and compliance requirements such as FERPA.

How to apply:

For questions regarding this position, please contact: Kielan Williams at knwilliams4@bsu.edu.

Please follow upload instructions to attach all required supporting documents listed below:

• Cover Letter (optional)
• Resume (Required)

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.