Assistant Registrar for Graduate Records

5404

The Office of the Registrarsafeguards the integrity of student academic records through careful oversight of student information systems and official records; ensures excellence in university curriculum management performs accurate degree audits in a timely manner and supports student achievement through service endeavors.

Goals:

To ensure excellence in fulfilling its core responsibilities of:

• Maintaining the accuracy and security of student records
• Maintains university curriculum and serves as the central office for the course approval process
• Provides the final degree review of undergraduate and graduate students
• Providing an impartial application of policies governing grading registration and graduation
• Supporting student success

How do we do this

• By ensuring consistent and regular training in federal FERPA regulations and following best practice records guidelines
• By utilizing innovative technology to meet the needs of administrative and academic departments
• By leveraging technology to provide consistent and accurate degree audits
• By having a deep understanding of current governing policies and the implications they may have on student and academic success
• By fostering a culture of care that recognizes the importance and unique needs of each individual we serve

The University of San Diego an engaged and contemporary Catholic institution was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972 USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth goodness and beauty. Inspired by this centuries old tradition of Catholic higher education the University welcomes people of all faith traditions and any or no religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.

The Assistant Registrar (AR) for Graduate Records provides professional leadership and oversight for all graduate academic record functions at the University of San Diego. The AR oversees this function across all masters degree programs several dual degree programs and doctoral programs offered through the Universitys academic units including the College of Arts and Sciences Knauss School of Business Shiley-Marcos School of Engineering Hahn School of Nursing and Health Science Joan B. Kroc School of Peace Studies and the School of Leadership and Education Sciences. The position also supports online masters programs offered through the Office of Professional and Continuing Education (PCE).

The AR is responsible for administering and disseminating graduate student information; planning reviewing and approving workflow procedures for online business processes; verifying graduate enrollment and student status; and coordinating and participating in commencement preparations and related events. A key responsibility includes completing graduation audits for all petitioned graduate students ordering and verifying diploma accuracy with vendors securing official university signatures and playing a critical role in conferring approximately 1300 graduate degrees addition to managing graduate student records the AR plays a key integrative role within the Registrars Office: collaborating with the undergraduate records area on shared projects policy development and operational initiatives that enhance consistency and efficiency across all academic levels. The AR contributes to office-wide process improvement data integrity and student service enhancements supporting the Universitys commitment to innovation and continuous position also contributes to staff mentoring training and professional development efforts within the department fostering a culture of knowledge sharing and leadership growth. The AR may lead or participate in data analysis and reporting initiatives that inform enrollment management academic planning and strategic decision-making for graduate education.

The AR shares in the responsibility of upholding USDs accreditation academic integrity international reputation and protecting the University from financial impairment or liabilities. This responsibility involves participating in enrollment retention efforts reviewing and maintaining registration records regular coordination and consultation with the Provosts Office Registrar Graduate Admissions Office of Institutional Research and Effectiveness Information Technology Services General Counsel Deans Student Financial Services Financial Aid The Torero Hub Professional and Continuing Education Copley Library staff and all graduate program directors academic advisors and staff on university policies procedures and business the AR is an active member and directly involved in major decision-making and/or policy-recommending on university committees such as Data Integrity GradFest and Commencement which all have a direct impact on graduate student life and many USD departments on campus.

Duties and Responsibilities:

Records Management & Administration

• Receive evaluate and sign-off on graduate student petitions for leave of absence course waivers/substitutions transfer of credits change/add programs or emphasis.
• Coordinate with Registrars Office staff and all graduate and doctoral programs in updating and maintaining degree audit records (DARS) and transcripts.
• Identify graduate students who meet academic probation and disqualification criteria and report their status to the respective school/college deans and program directors.
• Place or remove holds on student records when enrollment or registration information is missing or incomplete.
• Establish maintain & update graduation petition database year-round for three graduation terms (January May and August).
• Conduct degree audits for all graduating graduate students and apprise academic advisors and program directors of their students graduation status.
• Receive review and approve online submissions of dissertations thesis and portfolios for upload to Copley Librarys Institutional Repository (IR) for final degree requirements.
• Submit and arrange delivery of diplomas and diploma covers to the Registrars Office.

Academic & Administrative Support & Management

• Assist Office of Graduate Admissions Financial Aid and graduate program directors on matters affecting new and re-admitted students.
• Advise graduate programs of their students enrollment status and term limits to complete degree.
• Coordinate with IT/ERP Team on Banner issues affecting course registration business processes and workflow of online graduate forms.
• Compile verify and provide master graduation lists to Show Imaging for commencement ceremony ensuring the accuracy of student names degree program and other relevant information critical to commencement.
• Edit/proof and submit commencement program information to Academic Publications for Graduate Commencement ceremony.
• Serve as USD Presidents assistant on stage during commencement ceremony in the handing of diplomas.
• Review notify and coordinate with program staff and program directors regarding final degree requirements for graduation clearance.
• Complete final audit of student records and confer graduate degrees in Banner.

Student Services and Support

• Provide graduate students faculty and staff guidance and instructions on university policies and procedures.
• Manage the Graduate Records Office Salesforce account assigning cases to executive assistant campus partners and graduate departments respectively.
• Direct and/or assist graduate students to available university resources.
• Update student information academic advisor assignments class registration graduation information and other related matters in Banner system.
• Serve on the Graduation Commencement Sub-Committee

Departmental Leadership and Collaboration

• Collaborate with the undergraduate records and systems teams on cross-functional projects ensuring alignment in policies procedures and technologies across all academic levels.
• Contribute to department-wide initiatives related to academic policy development degree audit enhancements course scheduling and registration processes.
• Participate in Registrars Office leadership meetings to represent graduate student perspectives and ensure integrated service delivery.
• Mentor and support the professional development of records staff and student employees; may lead or assist in office-wide training and development initiatives.
• Serve as a resource for process mapping documentation and workflow improvement efforts within the Registrars Office.
• Analyze graduate student enrollment and degree completion data to identify trends and support planning for academic program growth.
• Represent the Registrars Office on committees or task forces related to data governance student systems and policy review.

Information Management

• Prepare and provide official degree/enrollment verification letters notarized documents for apostilles requested by students for professional licenses government or private employment and by foreign governments (international students).
• Review edit information for new Graduate Catalog.
• Communicate to departments about their students eligibility to graduate after initial review of graduation petitions.
• Verify/update Graduate Records website for current information.
• Maintain Knowledge Base articles ensuring they are current accurate and align with university policies and procedures.
• Maintain regular communication with all graduate programs and manage flow of information in resolving issues or conflicts.
• Develop and distribute guidelines for submission of doctoral and masters dissertations portfolios and theses for uploading to Copley Librarys Institutional Repository (IR).
• In addition to maintaining/updating the graduation database submitting diploma orders (Parchment and Paradigm) commencement program preparations and degree audits/clearance the Assistant Registrar assists in updating Banner entries (program changes registration issues etc.).

Special Conditions of Employment:

• Will be required to work commencement weekends and occasionally other university events that occur outside of regular business hours throughout the year.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• Bachelors degree in education business administration information systems or a related field required.
• Minimum of 2 years of progressively responsible experience in student record management registrars office or in a higher education setting or similar office-related field required. 3 or more years of experience is preferred.
• Demonstrated experience working with student information systems (SIS) such as Banner PeopleSoft or Workday required.
• Familiarity with FERPA regulations and data privacy standards required.
• Demonstrated ability to lead coordinate or contribute to training mentoring and staff development initiatives required.
• Demonstrated experience fostering collaboration across academic and administrative units within a university setting required.

Preferred Qualifications:

• Masters degree in higher education administration organizational leadership or related field preferred.
• 3 or more years of related experience as described above is preferred.
• Experience with academic policies degree audits and curriculum management processes preferred.
• Demonstrated leadership ability in a post-secondary academic environment preferred.
• Experience supervising staff or student workers preferred.
• Experience with data reporting and analysis (e.g. Cognos Argos Tableau) preferred.
• Knowledge of national best practices and trends in registrar functions preferred
• Strong analytical and data interpretation skills; ability to translate data insights into actionable operational improvements preferred.

Performance Expectations- Knowledge Skills andAbilities:

• General knowledge and understanding of Family Educational Rights and Privacy Act (FERPA) also known as Buckley Amendment and Patriot Act.
• Ability to interpret and apply institutional and federal policies (i.e. FERPA state education codes.)
• Strong understanding of academic record-keeping registration and graduation procedures.
• Proven attention to detail and commitment to data integrity.
• Excellent organizational analytical and problem-solving skills.
• Strong interpersonal and communication abilities including tact and diplomacy when working with students faculty and staff.
• Proficiency in database systems reporting tools and Microsoft Office Suite especially Excel.
• Ability to manage multiple priorities in a fast-paced environment and meet deadlines accurately.
• Represent the University in the most positive manner with alumni currently enrolled students visitors vendors and community members.
• Possess flexibility and versatility to contribute to evolving work situations.
• Ability to resolve conflicts and get along with diverse personalities and populations.
• Exercise decisiveness accurate assessment and discretions in situations marked by uncertainty ambiguity or pressure.
• Establish and maintain strong working relationships with colleagues staff administration students and the general public.
• Will be required to work commencement weekends and occasionally other university events that occur outside of regular business hours throughout the year.

$5720-6000 per month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical dental vision a retirement contribution given to you by the University and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience education and other factors including departmental budget.

Click the Apply Now button to complete our online addition please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at

Hours: 37.5 hours per week

Closing date:November 24 2025

Note: External job postings will be up for at least three days. After that time applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

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