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Assistant Registrar

Fairfield University
Connecticut, United States
Salary Not Specified
Posted date
Aug 19, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Student Affairs, Admissions, Enrollment, Retention & Registrar, Other Student Affairs
Employment Type
Full Time
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Fairfield University is a co-educational, comprehensive Jesuit university with a 200-acre campus located along the scenic shoreline community of Fairfield, CT. The University is comprised of approximately 3,500 undergraduate and 1,200 graduate students pursuing degrees within 5 schools: The College of Arts and Sciences, The Charles F. Dolan School of Business, The School of Engineering, The Marion Peckham Egan School of Nursing and Health Studies, and School of Education and Human Development. As an expression of our Jesuit, Catholic mission and identity, Fairfield embraces a liberal humanistic approach to education, encouraging critical thinking, cultivating free and open inquiry, and fostering ethical and religious values.

Job Description:

Summary Statement:

The Assistant Registrar will contribute to the Office of the University Registrar by managing student record information to ensure the security and integrity of academic records. The Assistant Registrar is responsible for providing data and analysis concerning educational policy, curriculum, academic performance and degree completion for all students to internal and external stakeholders. The Assistant Registrar is the contact person for all Clearinghouse and Veterans inquiries and information. The Assistant Registrar will maintain the ERP system setup along with contributing to the services and mission of the Office of the University Registrar and the University as a whole. The Assistant Registrar will work under the supervision of the Senior Associate Registrar.


Position reports to: Senior Associate Registrar

Reports to this position: None

Other Internal Contacts: Students; Deans; Academic Department Chairs; Faculty; Directors; Director of Financial Aid; Bursar, Director of Academic Services;

External Contacts: Vendors, State and Federal Agencies; Regional and National Associations; Parents


  • Maintain the records and systems related to student enrollment with discretion and accuracy in accordance with internal policies and external regulation.

  • Implementation and enforcement of academic policies, including frequent collaboration with other departments.

  • Provide faculty/student support for scheduling, online registration, final grade entry, and degree audit among other processes. Maintain update training documentation.

  • Configure and update ERP system registration periods and terms and other items associated with registration and record keeping.

  • Maintain and communicate scheduling, advising and registration information/deadlines to faculty, staff and students.

  • Communicate all updates and changes to ERP system to Bursar and Financial Aid.

  • Develop workflows for office processes working with stakeholders to streamline current paper processes and develop ERP web links in conjunction with ITS.

  • Responsible for the National Student Clearinghouse reporting and updates.

  • Assist the Director of Academic Scheduling with the CLSS/EMS/Banner academic scheduling process and provide support where needed.

  • Provide backup support on routine office tasks, such as running transcripts, registration issues addressing student/faculty/staff inquiries.

  • Responsible for Veterans’ reporting in VA Once and Army Ignite. Collaborate with Financial Aid and Bursar on the reporting of these Veteran students. Maintain Veteran Records and is main liaison with the Veteran’s Administration for audits, etc.

  • Responsible for and works with the other Assistant Registrar’s to audit all undergraduate applicants for degree. Communicate with the Deans’ Offices regarding their students that are lacking requirements and communicate with students regarding their status for graduation.

  • Confer degrees on all successful undergraduate candidates for degree.

  • Produce diplomas utilizing in-house Diplomas on Demand software.

  • Responsible for reviewing all undergraduate names for commencement booklet and assisting the Senior Associate Registrar with the final copy approvals.

  • Promote teamwork, collaboration, and resource sharing across the Office of the University Registrar and other Enrollment Services areas.

  • Supports the Senior Associate Registrar and Registrar with office operations while exercising sound judgment, diplomacy, and confidentiality when interacting with students, parents, faculty, staff, and external constituencies

  • Assist with determining needs of students with regard to the enrollment process from time of admission through graduation; provide feedback to University Registrar to improve processing.

  • Produce and distribute Argos reports for faculty/staff.

  • Perform related duties as necessary and assigned.

Knowledge, Skills and Abilities Required:

  • Ability to develop and maintain recordkeeping systems and procedures.

  • Strong interpersonal and communication skills. The ability to work effectively with a wide range of constituencies in the University setting.

  • Ability to gather data, compile information, and prepare reports.

  • Troubleshoot technical issues with faculty and staff for a variety of student-related systems; when necessary, coordinate with campus partners and third party vendors

  • Skill in the use of personal computers and related software applications.

  • Ability to communicate effectively, both orally and in writing.

  • Ability to use independent judgment and to manage and impart confidential information.

  • Knowledge of the rules, regulations, and laws regarding student records; scheduling and curriculum policies.

  • Ability to analyze and solve problems.

  • Skill in organizing resources and establishing priorities.

  • Knowledge of on-line degree audit and reporting systems

  • Ability to develop, plan, and implement short- and long-range goals.

  • Ability to maintain confidentiality of records and information.

  • Ability to interpret, adapt, and apply guidelines, procedures and deadlines.

  • Knowledge of computerized student information systems, particularly Ellucian Banner..

  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.

  • Ability to foster a cooperative work environment.


Bachelor’s degree required; Master’s degree preferred. At least 5 years relevant records administration experience.

The successful candidate will have proven experience in a complex, service-oriented setting demonstrating an ability to multi-task, work under pressure, prioritize and meet deadlines. This opportunity will appeal to an analytical, organized professional with a history of demonstrating excellent customer service skills. Experience with ERP systems, particularly Banner, and reporting tools are highly desirable.

This position is based at Fairfield University’s Fairfield, CT campus.

Duties may be changed and/or be added at any time.

Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.


Academic - Admin

All offers of employment are contingent upon a satisfactory background check.

Fairfield University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity, and, in this spirit, particularly welcomes applications from women, persons of color, Veterans, and members of historically underrepresented groups. The University will provide reasonable accommodations to all qualified individuals with a disability.

Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a Resume/CV. You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying. Faculty Positions : If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description. Staff positions : If you need to upload more than 5 documents, please either combine them to upload or email them to
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