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Assistant Registrar & VA Certifying Official

Salve Regina University
Newport, Rhode Island, United States
Salary Not Specified
Date posted
Mar 21, 2024

Job Details

About Salve Regina University:

Salve Regina University, ranked as one of the most transformative colleges in the United States by Money Magazine, is a comprehensive Catholic University located in the scenic coastal community of Newport, Rhode Island. The University's commitment to academic success and personal discovery extends beyond its historic campus into a dynamic world where the application of higher thinking and skill are most valued. Salve Regina offers bachelor's and master's degree programs, graduate certificates, and doctoral programs in humanities, international relations and nursing. Enrollment includes more than 2,600 undergraduate and graduate students from across the U.S. and around the world.

Job Description:

***This position is eligible for up to two days remote work per week.


The position is primarily responsible for maintaining academic records for undergraduate students up through and including graduation. This position requires a thorough knowledge of university policies and procedures related to academic program requirements, strong problem-solving skills, and a high degree of precision. The Assistant Registrar will manage transfer credit and changes to academic records for undergraduate students. The Assistant Registrar is responsible for communicating with students utilizing VA benefits and certifications within the VA enrollment management system. Further, this position is cross trained to serve students in all matters related to the Office of the Registrar.

  • Protect the confidentiality of student and parent information in accordance with the Family Education Rights and Privacy Act of 1974, as amended (FERPA) and University policy.
  • Manage all aspects of the undergraduate student academic record from matriculation through graduation. Update all academic and demographic changes to student data using the student information system.
  • Coordinate all undergraduate transfer credit for matriculating students including receipt of transfer credit approvals, entry of transfer credit and follow-up with students.
  • Verify accuracy of the student information. Communicate to students and their advisors when changes are made to student data.
  • Assist with managing the scanning and verifying of student files in etrieve.
  • Prepare submissions to comply with VA requirements, including catalog renewal, statement of assurance with 85/15 ratios, 35% exemption form, audits and other compliance-related documents.
  • Track VA student information for use by other offices and surveys. Coordinate Yellow Ribbon awards with Financial Aid and notify the Business Office of certifications.
  • Provide general information to VA students and keep them informed of certification timeline and status each term.
  • Run reports for and process communications management in Colleague related to expiring incomplete grades, upcoming workshops, add/drop deadlines, midterm grades, course withdrawal deadlines, schedule publication, and end of semester notifications.
  • Working with the University Registrar to update the catalog via Course Leaf Catalog Management System with annual changes.
  • Process all undergraduate student withdrawals and leaves of absence in the student information system.
  • Confer with students and departments regarding degree requirements.
  • Assist students with registration adjustments or course withdrawals, transcript requests and other general Office or University functions.
  • Interpret the University Catalog and other University registration and records policies for students, faculty and staff.
  • Produce standard reports as needed.
  • Maintain current procedures and suggest improvements as appropriate.
  • Other duties as assigned by the University Registrar.

Perform other tasks and duties as required for the efficient operation of the office.


Personal computer knowledge in a Windows-based environment required.


The incumbent is not substantially exposed to adverse environmental conditions.


Required :
  • Bachelor's degree from an accredited institution.
  • Proficiency with Microsoft Office software.
  • Must be able to work independently and as part of a team.
  • Strong communication skills required, both written and verbal, along with well-developed organizational and interpersonal skills.
  • Knowledge of FERPA and other state and federal laws related to higher education.
  • Well-developed organizational and interpersonal skills; ability and desire to serve students, faculty and staff in a warm, personable and professional manner.
  • Confidentiality is of the utmost importance.
  • Two or more years of broad-based experience within a higher education environment.
  • Experience with university information systems.

Additional Information:

Salve Regina University offers generous benefits to eligible employees including (waiting periods apply):
  • health, dental and vision coverage available on the first of the month following date of hire
  • 403(b) retirement plan through TIAA with employee and employer contributions as well as access to advising services
  • long-term disability coverage
  • employer-paid life and AD&D insurance
  • up to 100% free tuition at Salve for eligible employees and qualified dependents
  • robust wellness program and free access to the on-campus Fitness Center
Other available benefits include:
  • supplemental life insurance for employees and dependents
  • supplemental insurance coverage through Aflac
  • Tuition Exchange scholarship program. Application available for qualified dependents of eligible employees working full-time
  • discounted pet insurance through ASPCA
  • student loan forgiveness assistance program (SAVI)
  • employee Assistance Program through Coastline EAP
  • flexible spending health and dependent care accounts
  • health savings accounts
  • 529 collegebound saver program
For more detailed information on Salve's benefits, visit .

Salve Regina University strives to cultivate belonging values through diversity, equity inclusion in order to foster a welcoming culture for our staff, faculty and students, as well as the wider community. Salve Regina University embraces all people with grace. No matter the path traveled to get here, the University acknowledges that many identities will intersect. Salve Regina belongs to all in its community.

Application Instructions:

Applicants must apply online for any open staff and faculty positions by providing a cover-letter and resume. Pre-employment background checks and reference checks are required of successful candidates. Salve Regina University participates in E-verify . ( Spanish )



Salve Regina University

From our cornerstone mercy mission to the classic ideals of our liberal arts approach, tradition matters at Salve Regina. It’s woven throughout our 80-acre campus, embedded in our historic buildings and infused in the culture of Newport, Rhode Island.

Tradition at Salve Regina means we remember where we began. Since our founding by the Sisters of Mercy in 1934, we have grown to a community of more than 2,800 undergraduate and graduate students who proudly carry forward our mission in their personal and professional lives. Fully accredited by the New England Commission of Higher Education, we are committed to fueling the imagination and encouraging the academic ambitions of our bright and curious students.

At Salve Regina, tradition blends seamlessly with progress. We empower students to explore their talents through diverse academic offerings, student organizations, service initiatives and athletic teams. Our collaborative learning environment and vibrant campus community inspire the pursuit of excellence and breach the limits of personal potential.

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