NORMAL WORK HOURS: 40 hours per week, Monday-Friday
IMMEDIATE SUPERVISOR: Associate Registrar
OTHERS WHO MAY ASSIGN WORK: Registrar
POSITION SUMMARY:
The Assistant Registrar serves as a primary point of contact for the Registrar's Office and collaborates closely with adjacent academic teams to provide responsive, knowledgeable service to students, faculty, staff, and external stakeholders. The position supports a broad range of academic records and registration functions, with particular emphasis on standard and non-standard course registration, study away, major declarations, academic advising processes, degree audits, and transcript-related components of Olin's Learning Continuum. Working closely with the Associate Registrar, the Assistant Registrar supports the College's daily, semester-based, and annual registration operations. The position has primary responsibility for coordinating, processing, and maintaining records for non-standard academic activities, including independent study, research, cross-registration, course substitutions, transfer credit, Passionate Pursuits, and Co-Curricular programs.
As a lead team member of the Registrar's Office front-line operations, the Assistant Registrar ensures a welcoming and service-oriented experience while responding to inquiries, resolving routine and complex issues, and connecting constituents with appropriate resources. The position also provides support for College visitors, programs, and special events as needed. Working both independently and collaboratively within a small, highly integrated office, the Assistant Registrar performs a broad range of skilled administrative and academic records functions and contributes to projects and initiatives that support the Registrar's Office and partner teams. The successful candidate will be highly organized and detail-oriented, possess excellent written and verbal communication skills, demonstrate strong judgment and discretion, and effectively manage multiple priorities and deadlines. The ideal candidate will also be technologically proficient, eager to learn new systems and tools, proactive in identifying and addressing needs, and committed to providing exceptional service.
RESPONSIBILITIES
Student Services & Frontline Support
- Serve as a primary point of contact for the Registrar's Office, providing timely, accurate, and student-centered service to the Olin community and external stakeholders.
- Respond to student requests and questions related to transcripts, enrollment verifications, registration, grading, transfer credit, academic records, and other Registrar services.
- Triage internal and external inquiries, resolving requests when appropriate and connecting individuals with the appropriate office or resource when needed.
- Communicate Registrar policies, procedures, deadlines, and requirements clearly and consistently to students, faculty, staff, and other stakeholders.
Academic Operations & Records Management
- Create, process, maintain, and ensure the accuracy of records for non-standard academic activities, including independent study, research, cross-registration, Passionate Pursuits, and Co-Curricular programs.
- Coordinate and process home and host cross-registration activities and maintain associated student and academic records.
- Create and maintain semester registration materials, curriculum-related resources, instructions, forms, and other communications for students and faculty.
- Partner with the Registrar's Office team to support registration information sessions and develop resources that help students understand registration processes, including how to register and how to use advising worksheets.
- Monitor registration activity and follow up with students who have not completed required approvals or registration by established deadlines.
- Maintain accurate and complete student academic files in accordance with College policies and applicable record-retention and privacy requirements.
- Manage and process Course Substitution and Transfer Board requests and maintain related documentation.
- Process approved transfer credit and ensure accurate application to student academic records and degree requirements.
- Support Study Away programs by advising students on academic and registration requirements, preparing pre-departure materials, maintaining appropriate records, and awarding approved credits following completion of the away program.
- Under the direction of the Principal Designated School Official (PDSO), serve in a backup capacity as a Designated School Official (DSO), as needed.
Advising, Degree Progress & Academic Programs
- Advise students and faculty regarding majors, degree requirements, academic policies, registration requirements, and degree progress.
- Support students throughout key academic advising and degree-progress milestones, including Declarathon during the sophomore year, Junior Reality Check, Senior Audits, and related follow-up activities.
- Monitor degree progress and follow up with students and faculty regarding outstanding requirements, approvals, or other actions needed to support timely degree completion.
- Support faculty advisors by providing accurate degree requirement information, advising resources, and guidance on Registrar processes and policies.
- Manage Engineering Certificate programs, including registration, tracking student progress, conducting audits, and coordinating certificate issuance.
- Collaborate with the Registrar and academic partners to identify and address student academic record or degree-progress issues.
Systems, Communications & Institutional Support
- Maintain accurate, accessible, and up-to-date Registrar website content, forms, instructions, and student-facing resources.
- Support annual updates to the College Catalog in collaboration with the Registrar and as a team member of the Academic Recommendation Board.
- Utilize student information systems and related technologies to maintain accurate academic records and support Registrar operations.
- Assist with Commencement planning and activities, particularly those related to degree completion, student records, and graduation requirements.
- Participate in Registrar's Office and cross-functional projects designed to improve processes, communications, systems, and the student experience.
- Provide support for College visitors, programs, and special events as needed.
- Perform other duties and responsibilities as assigned.
EXPERIENCE AND QUALIFICATIONS
- Bachelor's degree required.
- Three to five years of relevant professional experience, preferably in a college or university environment. Experience with or knowledge of student information systems, and academic records, preferred.
- Excellent customer service, interpersonal, verbal, and written communication skills, with the ability to communicate policies, procedures, and detailed information clearly and accurately.
- Strong analytical, critical-thinking, and problem-solving skills.
- Strong organizational skills, attention to detail, and ability to establish priorities in a fast-paced environment.
- Ability to work effectively both independently and collaboratively as part of a small, highly integrated team.
- Proficiency with Microsoft Office products and comfort learning and using student information systems, databases, and other technology tools.