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Assistant Registrar

Christopher Newport University
Virginia, United States
Competitive Salary
Posted Date
Dec 20, 2021

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Position Type
Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Employment Type
Full Time
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Working Title

Assistant Registrar

Position Number




Appointment Type

Full Time

Sensitive Position


Sensitive Position Statement

A sensitive position requires a fingerprint-based criminal history check. This is NOT a sensitive position.

Campus Security Authority


Campus Security Authority Statement

This position is NOT designated as a Campus Security Authority. A Campus Security Authority (or CSA) is defined as an “official of the institution with significant responsibility for student and campus activities.” A CSA is required to immediately report any crime that is reported to them to the University Police who will then review, evaluate, and investigate the reported crime. Annual training is required by the Department of Education for all personnel who have been designated as a Campus Security Authority.

Designated Personnel


Designated Personnel Statement

Serves in a “designated position” meaning this position could potentially be required to work (depending on the event) during an emergency closing.

Statement of Economic Interest


Statement of Economic Interest Statement

This position does NOT require a Statement of Personal Economic Interest.


Restricted Position


Restricted Position Statement

A restricted position would be subject to availability of funding. This is NOT a restricted position.

Chief Objective of Position

Under the direction of the Assistant Vice President for Enrollment Services & University Registrar, the Assistant Registrar promotes the “students first” service concept and performs administrative and professional duties that support student’s timely degree completion and the creation and distribution of requests for student data.  

Work Tasks

  • Degree Analysis
  • Supervises the degree analysis team and the applicable degree analysis functions to include, but not limited to the processing of exceptions to student records, communications to students regarding progress to degree, and the proactive review of student degree progress.
  • Collaborates with department chairs, academic deans, graduate program coordinators, the Vice Provost of Research and Graduate Students, Student Information Systems, and Information Technology Services (ITS) for the accurate and timely encoding of the degree audit system.  
  • Tracks students for graduation by cohort in addition to credit hour to identify and communicate paths for students to graduate in 4 years
  • Serves as primary degree analyst for graduate level students
  • Serves as project manager for the implementation, encoding, security access, and maintenance of a new University-wide degree evaluation, analysis, and planning system which will be used by all faculty, students, deans, department chairs, and select staff members. 
  • Develops and facilitates a robust training program for all faculty, all students, and staff who will utilize the new DegreeWorks system.
  • Oversees the semester review of students for degree completion, a process that involves reviewing and notifying students of their progress and any remaining requirements. 
  • Develops and provides students with individual graduation recovery plans to help students complete their degree requirements. 
  • Manages and oversees various end of term processing functions to include, but not limited to the final review of students for degree conferral.
  • Manages the ordering and distribution of student diplomas as well as the creation and distribution of student letter of degree completion.  
  • Oversees the University’s full-time enrollment policy and all communication with students and faculty and all of the processes related to the policy
  • Manages the facilitation and processing of course overrides.  


  • Data Management, Quality and Reports
  • Serves as primary contact and reviews, processes, and facilitates responses to requests for student or faculty data from the University community and as directed by the Deputy and/or Associate University Registrar, the Assistant VP for Enrollment Services & University Registrar, and the Vice President for Enrollment and Student Success. 
  • Develops and implements systems and processes to audit data and ensure data integrity and assists in developing processes to help ensure that the student database is secure and contains “clean” data and produces discrepancy and audit reports and identifies errors in student records; works with the appropriate staff member(s) and makes corrections using proper coding.


  • Collaboration, Supervision and Leadership
  • Directly supervises the production of each term’s schedule of classes, learning community encoding, and the encoding of the  system catalog with new courses, changes to course requirements and/or structure, corequisites, prerequisites, registration restrictions, course descriptions, equivalent courses, and links. 
  • Cognizant of the rules and regulations of the Library of Virginia, State Council of Higher Education of Virginia, U.S. Department of Education, and the University.
  • Assists the Associate Registrar, the Assistant Vice President for Enrollment Services & University Registrar and/or the Vice President for Enrollment and Student Success on various initiatives and projects on an as needed basis.
  • Serves as a member of a departmental leadership team assisting the Assistant Vice President for Enrollment Services & University Registrar in the development, implementation, and documentation of practices that contribute to achieving the goals of the Office of the Registrar which enhance and protect student record integrity and services provided to students.
  • Responsible for all aspects of personnel supervision of direct reports and their reporting staff (if applicable), including but not limited to motivation, coaching, supervision, mentoring, performance appraisals, hiring, compliance with affirmative action and university equal opportunity regulations.
  • Functions in a capacity requiring excellent independent judgment and decision-making skills.
  • Represents the office at various University events including, but not limited to, Open House(s), Admitted Freshman Day, President’s Leadership and Honor’s Visit Day, Setting Sail, Changing Tides, Welcome Week, Commencement, and etc.
  • As directed by the Assistant Vice President for Enrollment Services & University Registrar, designs, develops, and conducts presentations to parents and students at Setting Sail, Changing Tides, and Welcome Week; presentations to students regarding degree completion and graduation; and other related training programs for various stakeholders.
  • Reviews and communicates safety issues to assure a safe and healthy workplace and a reduction in work related absence.
  • This position is designated as a “responsible employee” who has the authority to redress sexual violence, who has the duty to report incidents of sexual violence or other student misconduct, or who a student could reasonably believe has this authority or duty.
  • Serves in a “designated position” meaning this position could potentially be required to work (depending on the event) during an emergency closing.
  • Develop and maintain very positive and professional customer service and/or relations within the office/department and with all constituencies to include students, faculty, staff, guests, and employees.  Demonstrate a positive and professional attitude and treat everyone with dignity and respect.  Fully support the “Student’s First” value at CNU and routinely goes the extra mile in providing service.
  • Performs other duties as directed.

Knowledge, Skills, Abilities (KSA's) required

Evidence of excellent written and oral communication skills. 
Knowledge of federal laws as they apply to student records. 
Knowledge of relational databases. Knowledge of Family Educational Rights and Privacy Act (Buckley Amendment). 
Knowledge and understanding of academic rules and regulations. 
Excellent interpersonal and consensus building collaboration skills. 
Demonstrated leadership abilities. 
Presentation and team-building skills. 
Excellent customer service philosophy/skills. 
Ability to manage large datasets is essential. 
Demonstrated skills in interpretation and application of rules, regulations and formulas. Organizational skills necessary to manage tasks and delegate heavy workloads. 
Ability to pursue multiple tasks simultaneously. 
Ability to understand and represent the interests of Christopher Newport University as well as state and federal laws and regulations, and to balance them against the interests and entitlement of individual students. 
Demonstrated skill in examining and re-engineering operations and in implementing new strategies and procedures. 
Aptitude for systems management.

Knowledge, Skills, Abilities (KSA's) preferred

Demonstrated success in collaborating with academic affairs. 
Knowledge of Virginia laws as they apply to student records. 
Knowledge of Banner Student Records system. 
Knowledge of CAPP degree evaluation system. 
Knowledge of DegreeWorks degree evaluation system. 
Demonstrated skills supporting a strong team spirit, open communication, dedication to helping students, and a passion for excellence. 
Aptitude for systems management including query and maintenance. 
Excellent interpersonal skills as well as a collaborative, collegial, and inclusive management style. Knowledge of Microsoft Office Suite and SPSS or comparable analytical tool; statistical analysis tools.

Required Education

Master’s Degree in related field such as Higher Education, Business Administration, Leadership, Public Administration and Policy, or College Student Personnel; or Bachelor’s degree in a related area of specialization and related experience that equates to an advanced degree.

Preferred Education


Experience Required

Experience in mentoring, supervising, hiring, training and development and evaluating professional and/or support staff. 
Proven experience with higher education records management. 
Increasingly responsible experience in a Registrar’s Office setting with increased supervisory and/or leadership responsibilities. 

Experience Preferred

Increasingly responsible experience in enrollment and student services functional area(s). Demonstrated increasingly responsible leadership experience in higher education administration. 
Demonstrated experience in using an imaging or document management system such as Nolij.
Experience with running and/or editing queries in SQL+ or Toad. 
Demonstrated experience in collaborating and communicating with faculty, colleagues, and administrators to advance the Office of the Registrar.

CNU Information

S​elected by The Princeton Review to be included in The 387​ Best Colleges: 2022 Edition, Christopher Newport University is a public school offering a private school experience – great teaching, small classes, and a safe, vibrant campus. The University is located in Newport News, Virginia, enrolls approximately 5,000 students, and is dedicated to the ideals of scholarship, leadership, and service.  Academic programs at Christopher Newport University encompass more than 90 areas of study, from biology to business administration and political science to the performing arts. The University is ranked by U.S. News & World Report’s America’s Best Colleges guide​ as 3rd among public regional universities in the South and 6th overall, and has recently completed more than $1 billion in capital construction on its 260-acre campus. Christopher Newport University is committed to ensuring that all people are welcomed, honored, and fully engaged in the life of our academic community.  We recruit exceptional and diverse faculty and encourage applications from individuals who are underrepresented in their profession. For further details and information about Christopher Newport, visit


Posting Detail Information

Posting Number


Number of Vacancies


Posting Date


Application Deadline


Application Instructions

Interested parties are requested to submit a cover letter; current resume; and the names, addresses, and telephone numbers of at least three professional references at the time of application. 


Review of applications will begin January 17, 2022.

Applications received after January 17, 2022, will be accepted but considered only if needed. 


Search finalists are required to complete a CNU sponsored background check.


Christopher Newport University (CNU) will make a reasonable effort to accommodate persons with disabilities in the application and/or interview process. Persons with disabilities who require accommodation should contact the CNU Human Resources Office by calling (757) 594-7145. 

Quick Link for Internal Postings

EEO Statement

Christopher Newport University, an EO Employer, is fully Committed to Access and Opportunity.
Notice of Non-Discrimination & Title IX Policy Statement:


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