Assistant Registrar

Indian River State College is seeking a detail-oriented and collaborative professional to serve as Assistant Registrar within the Student Records this key leadership role you will help ensure the accuracy integrity and compliance of student academic records while supporting systems processes and services that directly impact the student experience.

Working under minimal supervision the Assistant Registrar supports the daily operations of Student Records and serves as backup to the Registrar as needed. This position plays an important role in maintaining regulatory compliance improving operational efficiency supporting institutional reporting and guiding staff through a student-centered service approach.

This opportunity is ideal for a professional who thrives in a fast-paced environment enjoys solving complex problems and values both precision and collaboration.

Indian River State College is a leading public institution located on Floridas Treasure Coast serving students across multiple campuses in four counties. We are dedicated to academic excellence innovation and community engagement offering associate and bachelors degrees workforce training and continuing education programs.

At The River we believe every students and employees story matters. We value the different perspectives experiences and talents that come together on our campuses creating a learning environment and workplace thats supportive inclusive and inspiring. With flexible options online on campus and hybrid we design learning experiences that meet students where they are and prepare them for real-world success. Programs like the Promise Program open doors by providing eligible students with tuition-free access ensuring every learner has the opportunity to thrive.

Why Join the River

When you join Indian River State College you become part of a forward-thinking and supportive community where your work truly matters. Your role is more than a job; its an opportunity to shape the future uplift students and be part of a mission-driven college that is changing lives every day.

What We Offer
At Indian River State College we value the well-being and professional growth of our employees. Our comprehensive benefits package includes:

Health & Wellness: Medical dental vision flexible spending accounts life insurance supplemental plans and access to our Employee Assistance Program (EAP).

Affordable Coverage: PPO/HMO options starting at just $50/month for individual coverage and $180/month for family coverage.

Retirement Security: Participation in the Florida Retirement System (FRS) plus tax-deferred annuities and Roth 403(b) options.

Time for You: Generous paid vacation personal and sick leave to support work-life balance.

Perks & Discounts: Reduced rates on services and tickets to local attractions.

Growth & Development: Professional development programs leadership training and opportunities to advance your career.

JOB SUMMARY:

Under minimal supervision the Assistant Registrar supports the oversight and daily operations of the Student Records Department and serves as backup to the Registrar. This role ensures the integrity accuracy and compliance of student records; provides leadership and guidance to staff; and serves as a subject matter expert for residency compliance system functionality and external reporting.

SPECIFIC DUTIES AND RESPONSIBILITIES:

The specific duties and responsibilities for this position include but are not limited to:

Student Records Management & Regulatory Oversight

• Oversee daily Student Records operations ensuring efficient workflow prioritization and high-quality service.
• Manage document intake imaging indexing and student file maintenance.
• Process enrollment verifications waivers administrative drops reinstatements and diploma requests.
• Maintain and update student data within the Student Information System (SIS).
• Serve as departmental lead for duplicate record resolution and historical record merges.
• Respond to student faculty and staff inquiries related to records and registration processes.
• Determine and review student residency status including complex cases.
• Ensure compliance with FERPA and applicable state/federal regulations.
• Oversee athletic eligibility submissions in alignment with NJCAA requirements.
• Process subpoenas and legal requests in accordance with regulatory standards.
• Maintain accuracy security and confidentiality of all student records.

Leadership & Staff Support

• Provide day-to-day guidance and support to Records staff reinforcing policies and service standards.
• Supervise and train work-study students.
• Support departmental continuity by acting on behalf of the Registrar as needed.
• Foster a collaborative service-oriented team environment.

Systems Reporting & Technical Support

• Serve as departmental lead for SIS (e.g. Banner) testing troubleshooting and implementation support.
• Act as subject matter expert for National Student Clearinghouse (NSC) reporting and error resolution.
• Participate in system upgrades process improvements and data validation efforts.
• Monitor reports and resolve discrepancies to ensure data integrity.

Training Communication & Process Improvement

• Develop and deliver training for faculty and staff on systems policies and procedures.
• Serve as liaison between faculty and the student records system for grading and attendance processes.
• Document evaluate and improve departmental procedures in collaboration with the Registrar.
• Create job aids communications and presentations as needed.
• Perform additional responsibilities as assigned to support departmental and institutional goals.

QUALIFICATIONS KNOWLEDGE AND SKILL REQUIREMENTS:

• Bachelors degree and 3 years of experience in student records admissions or data management (or equivalent combination).
• Strong knowledge of student information systems and records management practices.
• Demonstrated experience supporting system implementations process improvements or policy changes.
• Knowledge of residency regulations FERPA and athletic eligibility requirements.
• Strong analytical problem-solving and decision-making skills.
• Ability to manage multiple priorities in a fast-paced environment with high attention to detail.
• Excellent customer service communication and interpersonal skills.
• Proficiency in Microsoft Office and data management tools.
• Ability to maintain confidentiality and exercise sound judgment.