Registrar Specialist for Student 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 Student Services will support key operations in the Office of the Registrar, with an emphasis on curriculum change requests, special student populations, student record and documentation collection, and academic records. 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. Research and 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.

2. Manage and maintain accurate student academic records, with a focus on manual data entry, grade processing, and digital documentation. Research, process and update student records manually, including entry and modification of missing grades, grade changes, and other academic records. 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 missing grades and discrepancies. Support the integrity of the student information system by ensuring timely updates, data accuracy, and compliance with institutional policies and academic deadlines.

3. Maintain the integrity and accuracy of student academic records by supporting key student records management processes and special population registration processes. Process general person student related requests, manage sensitive data, and coordinate the collection and documentation of student records in compliance with institutional policies and federal regulations (including FERPA). Review and manage student documentation and forms for record modifications, such as SSN's, name changes, residency status updates, and other biographical or demographic updates. Conduct detailed research and verification to ensure data accuracy and resolve discrepancies.

4.Verify that earned credit requirements are met for diplomas, create and distribute diplomas. Troubleshoot any issues with the report, batch jobs, diploma printing, and other associated processes. Work with Student Affairs, Enrollment Planning and Management, Printing Services, Academic Advising, Graduate School and Commencement staff to ensure timely and effective diploma certification and distribution.

5. Maintain integrity and accuracy of registration records by supporting key registration, grading, and transcript production processes. Process registration activities, tasks involving grade processing, managing sensitive data, and coordinating the collection and documentation of records involved with the above actions in compliance with institutional policies and federal regulations (including FERPA). Conducts detailed research and verification to ensure data accuracy and resolve discrepancies.

6. Serve as a backup for the other Registrar Specialists 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. Ensure office inventory is accurate and maintained to allow for stand operations.

7. 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.

8. Coordinate and manage communications and information with campus partners to ensure clear and intentional communication with university stakeholders.

9. Regularly review the Office of the Registrar web page to ensure accurate and timely information is displayed. Report discrepancies and inconsistencies to the Senior Assistant Registrar for Student Services for correction and update implementation.

10. Maintain regular and predictable attendance.

11. 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 Qualfications:

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: Amanda Lee at adlee8@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.