Admin Assistant, Registrar O

KENTUCKY WESLEYAN COLLEGE

Position Description

Assistant to the Registrar

Classification: Exempt staff

Status: Full-time

Reports to: Registrar

Assistant to the Registrar - Position Summary

The Assistant to the Registrar is responsible for coordinating the administrative functions of the Registrar's front office and for maintaining, certifying, and protecting college records related to courses, degrees, and students.

The Assistant to the Registrar maintains course schedules; processes grades submitted by faculty; interprets and communicates academic policies; and provides customer service to students, faculty, staff, and visitors by email and at the front desk.

Job Functions

1. Manage the assignment of academic advisors to students.

2. Assist faculty with understanding technological tools that support advising (e.g., degree audit systems).

3. Complete data entry for registration, class scheduling, student records, incomplete grades, and grade changes. Process independent study, directed study, internship requests, and other forms as submitted.

4. Help maintain electronic student records, observing appropriate discretion and accuracy in accordance with institutional policies and external regulations.

5. Process official and unofficial transcript requests in a timely manner.

6. Maintain a working knowledge of the Family Educational Rights and Privacy Act regulations.

7. Manage the scheduling of classrooms and facilities for the college's academic spaces.

8. Exercise sound judgment, diplomacy, and confidentiality when interacting with students, parents, faculty, staff, and external constituents.

9. In conjunction with the Registrar, ensure that systems and processes meet service expectations and strategic goals for the office.

10. Assist the Registrar and perform other duties as assigned by the supervisor.

11. Attend summer registrations and graduation-related events.

Position Qualifications

1. At least three years of experience in data and/or records management and a bachelor's degree (or an equivalent combination of education and experience).

2. Strong oral and written communication skills, with demonstrated interpersonal effectiveness.

3. Computer proficiency, especially with Microsoft Office.

4. Flexibility and the ability to manage multiple tasks simultaneously.

5. Excellent organizational skills with strong attention to detail and the ability to prioritize effectively.

6. Self-motivated and able to work independently with minimal supervision.

7. Excellent customer service skills for both internal and external constituents.

8. Ability to work under pressure while remaining composed and meeting deadlines.

9. Bachelor's degree and prior experience in a Registrar's Office, along with familiarity with Family Educational Rights and Privacy Act regulations, preferred.

Note: This position description indicates the general nature and level of work performed by an employee in this position. It is not intended to be a comprehensive list of all duties, responsibilities, or qualifications. The College reserves the right to modify this description at any time. This position description does not constitute a contract of employment.