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University of Saint Francis
Fort Wayne, Indiana
Date posted
Jan 29, 2024



Job Description 








DEPARTMENT: Registrar’s Office 








POSITION REPORTS TO: Vice President for Academic Affairs 




JOB SUMMARY: Under the direction of the Vice President for Academic Affairs, responsible for maintaining accurate student record information, overseeing the functions of the Registrar’s office including scheduling of academic spaces, registration, collection of grades and their distribution, production of transcripts, production of reports, etc.  Serves as the SCO and the SEVIS officer. The Registrar also coordinates with the VPAA on the DOD MOU.  Supervising the staff of the Registrar’s office. This position serves the legal functions of the Registrar.   




Major Responsibilities/Activities 


Responsible for the user components of the information systems supporting registration and advising, in cooperation with the Vice President for Academic Affairs.  Has primary responsibility for the management of data related to student records and curriculum. 


Manages the delegation of office tasks and communication with clients within and outside the University of Saint Francis. 


Performs all supervisory functions for positions assigned to the Registrar’s Office. 


Certifies student attendance, current and previous enrollment, and previously conferred degrees. 


In cooperation with academic deans, division and program directors, constructs and publishes the semester course schedule, and schedules all classrooms for academic use. 


Develops and implements a policy of records retention.  Responsible for storage and maintenance of records according to the policy. 


Has primary responsibility for the maintenance of the policy regarding the provisions of the privacy act (FERPA). Responsible for assuring that the policy is implemented in the Registrar’s Office. 


Drafts the university’s Master Academic Calendar. 


Serves as a member of governance and other committees engaged in activities associated with Registrar responsibilities.  


Directs and coordinates the graduation audit process with diploma ordering and distribution for graduates. 


Plans and manages Commencement and leads the annual Commencement Planning Task Force.  


Manage and publish the university course catalogs using Acalog. Ensure approved updates from the faculty governance system(s) for new or amended courses or programs and annual changes from other departments across campus via Curriculog (e.g., admissions, financial aid, business office, etc.) are reflected in subsequent catalogs. 


Manage articulation agreements. 


Monitors and certifies enrollment for students receiving Veterans Administration educational benefits. Serves as school certifying official (SCO) 


Acts as the university’s U S Customs and Immigration Service Primary Designated School Official (PDSO) for international students and maintains international students’ records in the SEVIS database. 


Collaborates with the Director of OIRE and VP for Finance on required institutional reports. 


Checks NAIA eligibility certificates for data accuracy. 


Provides orientation for faculty and staff to the registration module and the web portal functions. 


Communicates both verbally and in writing with various university constituents including administrators, faculty, students, other staff, and individuals in the university community. 


Consistently demonstrates behaviors, attitudes, and values congruent with the philosophy of the University of Saint Francis and the Franciscan Values. 


Performs other duties as required. 






University of Saint Francis (USF) employees demonstrate a commitment to the University’s mission and support of its Catholic and Franciscan traditions. Employees provide the intellect, empathy, and ability to serve our students and community. The USF Way of serving is a source of pride for many employees. To provide a consistently high level of quality experience across our university, we provide the following service expectations for all employees. These standards have been tailored by position and responsibilities and are incorporated into performance evaluations.  


Standard #1: Provide opportunities for deeper conversations, prayer, and reflection. 


Standard #2: Utilize best practices in communication and service.  


Apply care to your words and deeds to ensure respect for others. 


Commit to follow through without exception and with quality. 


Offer additional assistance after serving as in, “How else may I assist you?” 


Respond promptly, whether in person, via phone, or email. 


Standard #3: Recognize and celebrate milestones and achievements. 


Standard #4: Use resources wisely and support green initiatives. 






The successful candidate must possess one of the following: 


A Bachelor's Degree and five years of managerial experience in a Registrar's Office or a related educational environment. 


A Master's Degree and three years of experience in a Registrar's Office or a related educational environment. 


A record of increasing responsibility in a Registrar's office or related enrollment services area. 


In-depth knowledge of academic policies, procedures, and regulations in an educational institution. 


Familiarity with student information systems (SIS) and other relevant software for data management. 


Strong attention to detail and accuracy in maintaining student records and processing academic documents. 


Excellent organizational, communication, and interpersonal skills to collaborate effectively with various stakeholders. 


Adaptability and flexibility to work in a fast-paced environment with shifting priorities and deadlines. 








Experience with Colleague SIS; experience with Acalog and Curriculog; advanced knowledge of Microsoft Excel; expertise in data management and reporting.  




Professional Development 


The Registrar is expected to demonstrate a commitment to learning and growth by: 


Fulfilling the Code of Ethics of the University and the profession.  


Participating in activities that enhance personal and professional growth and renewal. 


Expanding knowledge in their area of specialty on an ongoing basis.  


Listing specific development needs they have identified annually and including a plan of action and time frame to accomplish.  


Creating appropriate goals to accomplish annually and assess achievement at the end of the fiscal year.   


Attending in services as directed to update knowledge and skills. 


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