Maryville College
Overview
Position Title: Registrar Department: Academic Affairs Title of Immediate Supervisor: Vice President and Dean of the College Expected Daily Work Hours: 8 Expected Weekly Work Schedule: M-F 8:00 am – 5:00 pm Pay Range: $64,510 - $67,906 Summary: The Registrar serves as the official custodian of academic records and manages all aspects of the Registrar’s Office, including degree requirements management, course registration and scheduling, academic records management, transcript evaluation, graduation certification, FERPA compliance, and reporting to internal and external stakeholders. The Registrar collaborates across academic and administrative divisions, supervises staff, and ensures excellent service to students, faculty, staff, and alumni. Note: This description reflects the responsibilities and qualifications typically associated with the Registrar role at Maryville College and does not imply other positions within the institution.
Responsibilities
Provide leadership for the Registrar’s Office, supervising staff and fostering a culture of service, accountability, and continuous improvement.
Collaborate with faculty, division chairs, IT, and administrative offices to align operations with institutional priorities and support student success.
Serve as an Ex Officio member of the Academic Life Committee Council (ALC) and advise campus leadership on academic policy and compliance.
Serve as official custodian of academic records, ensuring completeness and accuracy of student data; manage storage, security, retention, and destruction of records in compliance with FERPA, institutional policy, federal/state regulations, and accreditation standards.
Ensure compliance with and execution of institutional policies and procedures related to academic records, including academic progress audits, attendance tracking, grade reporting, and all federal/state audit requirements.
Act as or assist institutional liaison with internal and external Veteran Affairs Certifying Official agencies to execute VA certification procedures and provide guidance to leadership on impacts of VA laws and funding programs.
Serve as institutional FERPA Compliance Officer, providing guidance and oversight of the Student Information Breach Incident Response Plan.
Oversee registration, scheduling, academic calendar, grading, withdrawals, probation, suspension, transfer credit, honors, class rank, graduation certification, and import of new student information from Admissions.
Maintain and update the SIS course catalog, prerequisites, degree plans and audits, and transfer pathways based on faculty and ALC changes.
Provide official graduation lists, records for commencement, and transcript/authentication services for internal and external use.
Collaborate with the manager of the academic catalog to ensure completeness and accuracy of ALC/faculty-approved updates.
Collaborate with IT and vendors to optimize the SIS (Jenzabar), ensuring accurate and efficient use of systems.
Develop, analyze, and distribute reports (ad hoc and complex data queries) to support internal decision-making, accreditation, and external reporting requirements.
Train staff and campus stakeholders on report use, data interpretation, and system functions.
Resolve student, faculty, and alumni concerns with professionalism and proactive solutions, reducing recurring issues through communication and process improvement.
Ensure quality service in all Registrar functions, contributing to student, faculty, and alumni satisfaction.
Communicate effectively with diverse stakeholders to provide guidance on policies, compliance, and academic record-keeping.
Manage the Registrar’s Office budget, ensuring responsible stewardship of institutional resources.
Recommend and implement process improvements that increase efficiency, reduce errors, and support mission alignment.
Education and Experience
Education: Master’s degree preferred in Business Administration, Management, Information Systems or a related field, or at least five years of relevant work experience, preferably in a college/university registrar’s office setting.
Experience: 4 years of progressively responsible relevant experience in higher education administration or a related field, preferably in a registrar’s or adjacent office, including two years in a supervisory capacity.
Strong supervisory, organizational, and communication skills.
Demonstrated commitment to accuracy, confidentiality, and professional integrity.
Experience in managing student information systems, records management, data reporting, and compliance with federal/state regulations (FERPA, DOE).
Experience collaborating across college divisions and managing multiple priorities, timelines, and complex processes.
Experience implementing process improvements and adopting new technologies to improve efficiency and service.
Knowledge, Skills, and Abilities
Proficiency with student information systems (Jenzabar preferred), including data entry, data extraction, analysis, and reporting.
Strong analytical, problem-solving, and communication skills, including ability to prepare reports, policies, correspondence, and presentations.
Knowledge of federal and state regulations, including FERPA and DoEd certification requirements, with VA certifying experience preferred.
Ability to collaborate across divisions and work effectively with diverse populations.
Skill in assessing processes, incorporating input for decision-making, and implementing improvements.
Fiscal management experience with attention to detail, confidentiality, and stewardship of institutional resources.
Demonstrated adaptability in managing multiple priorities, timelines, and complex workflows.
Licenses and Certifications
Valid driver’s license required for occasional travel to workshops, conferences, or professional meetings.
Professional development or certification in registrar/records management (e.g., AACRAO) preferred.
VA Certifying Professional is preferred.
Work Environment and Physical Requirements
Work performed primarily in an office setting with regular use of computers, phones, and standard office equipment.
Requires extended periods of sitting and occasional standing, walking, bending, reaching, and lifting up to 20 pounds.
Ability to navigate campus facilities and grounds, and travel to workshops or professional conferences as needed.
Must manage multiple tasks in a busy environment with frequent interruptions.
Flexibility to work evenings and weekends during peak periods (e.g., registration, graduation).
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Position Title: Registrar Department: Academic Affairs Title of Immediate Supervisor: Vice President and Dean of the College Expected Daily Work Hours: 8 Expected Weekly Work Schedule: M-F 8:00 am – 5:00 pm Pay Range: $64,510 - $67,906 Summary: The Registrar serves as the official custodian of academic records and manages all aspects of the Registrar’s Office, including degree requirements management, course registration and scheduling, academic records management, transcript evaluation, graduation certification, FERPA compliance, and reporting to internal and external stakeholders. The Registrar collaborates across academic and administrative divisions, supervises staff, and ensures excellent service to students, faculty, staff, and alumni. Note: This description reflects the responsibilities and qualifications typically associated with the Registrar role at Maryville College and does not imply other positions within the institution.
Responsibilities
Provide leadership for the Registrar’s Office, supervising staff and fostering a culture of service, accountability, and continuous improvement.
Collaborate with faculty, division chairs, IT, and administrative offices to align operations with institutional priorities and support student success.
Serve as an Ex Officio member of the Academic Life Committee Council (ALC) and advise campus leadership on academic policy and compliance.
Serve as official custodian of academic records, ensuring completeness and accuracy of student data; manage storage, security, retention, and destruction of records in compliance with FERPA, institutional policy, federal/state regulations, and accreditation standards.
Ensure compliance with and execution of institutional policies and procedures related to academic records, including academic progress audits, attendance tracking, grade reporting, and all federal/state audit requirements.
Act as or assist institutional liaison with internal and external Veteran Affairs Certifying Official agencies to execute VA certification procedures and provide guidance to leadership on impacts of VA laws and funding programs.
Serve as institutional FERPA Compliance Officer, providing guidance and oversight of the Student Information Breach Incident Response Plan.
Oversee registration, scheduling, academic calendar, grading, withdrawals, probation, suspension, transfer credit, honors, class rank, graduation certification, and import of new student information from Admissions.
Maintain and update the SIS course catalog, prerequisites, degree plans and audits, and transfer pathways based on faculty and ALC changes.
Provide official graduation lists, records for commencement, and transcript/authentication services for internal and external use.
Collaborate with the manager of the academic catalog to ensure completeness and accuracy of ALC/faculty-approved updates.
Collaborate with IT and vendors to optimize the SIS (Jenzabar), ensuring accurate and efficient use of systems.
Develop, analyze, and distribute reports (ad hoc and complex data queries) to support internal decision-making, accreditation, and external reporting requirements.
Train staff and campus stakeholders on report use, data interpretation, and system functions.
Resolve student, faculty, and alumni concerns with professionalism and proactive solutions, reducing recurring issues through communication and process improvement.
Ensure quality service in all Registrar functions, contributing to student, faculty, and alumni satisfaction.
Communicate effectively with diverse stakeholders to provide guidance on policies, compliance, and academic record-keeping.
Manage the Registrar’s Office budget, ensuring responsible stewardship of institutional resources.
Recommend and implement process improvements that increase efficiency, reduce errors, and support mission alignment.
Education and Experience
Education: Master’s degree preferred in Business Administration, Management, Information Systems or a related field, or at least five years of relevant work experience, preferably in a college/university registrar’s office setting.
Experience: 4 years of progressively responsible relevant experience in higher education administration or a related field, preferably in a registrar’s or adjacent office, including two years in a supervisory capacity.
Strong supervisory, organizational, and communication skills.
Demonstrated commitment to accuracy, confidentiality, and professional integrity.
Experience in managing student information systems, records management, data reporting, and compliance with federal/state regulations (FERPA, DOE).
Experience collaborating across college divisions and managing multiple priorities, timelines, and complex processes.
Experience implementing process improvements and adopting new technologies to improve efficiency and service.
Knowledge, Skills, and Abilities
Proficiency with student information systems (Jenzabar preferred), including data entry, data extraction, analysis, and reporting.
Strong analytical, problem-solving, and communication skills, including ability to prepare reports, policies, correspondence, and presentations.
Knowledge of federal and state regulations, including FERPA and DoEd certification requirements, with VA certifying experience preferred.
Ability to collaborate across divisions and work effectively with diverse populations.
Skill in assessing processes, incorporating input for decision-making, and implementing improvements.
Fiscal management experience with attention to detail, confidentiality, and stewardship of institutional resources.
Demonstrated adaptability in managing multiple priorities, timelines, and complex workflows.
Licenses and Certifications
Valid driver’s license required for occasional travel to workshops, conferences, or professional meetings.
Professional development or certification in registrar/records management (e.g., AACRAO) preferred.
VA Certifying Professional is preferred.
Work Environment and Physical Requirements
Work performed primarily in an office setting with regular use of computers, phones, and standard office equipment.
Requires extended periods of sitting and occasional standing, walking, bending, reaching, and lifting up to 20 pounds.
Ability to navigate campus facilities and grounds, and travel to workshops or professional conferences as needed.
Must manage multiple tasks in a busy environment with frequent interruptions.
Flexibility to work evenings and weekends during peak periods (e.g., registration, graduation).
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