Registrar

Website earlham1847 Office of the Registrar

Earlham College is seeking an experienced and forward-thinking person to fill the position of Registrar. This is a full-time, 12-month administrative faculty position, reporting directly to the Vice President for Academic Affairs. The Registrar provides leadership for maintaining integrity in student records and works collaboratively to oversee the development and implementation of the educational and curricular policies of the College. The Registrar will serve as a key partner with faculty and staff from across the College in ongoing efforts to ensure student retention and will play an important role in the College’s commitment to offering a strong liberal arts education in a diverse and inclusive community.

Primary duties and responsibilities

The Registrar engages collaboratively with faculty and staff to evaluate and implement systems of student data management and is responsible for the following:

  • Providing student-centered leadership to the Registrar’s office, partnering with faculty and staff in ongoing efforts to improve the student experience and student outcomes from admission to graduation.
  • Supervising the work of the Registrar’s Office: training, directing, and evaluating office staff; preparing and monitoring the department budget; and managing the annual project schedule.
  • Cultivating a strong team environment where professionalism, an ethic of service, a commitment to inclusion, and serving diverse populations are understood to be crucial to student success.
  • Planning and coordination of the master schedule of courses for each semester, student course registration, classroom assignments, the academic and final exam calendars, the submission of grades, and other administrative tasks related to academic polices.
  • Advising faculty, staff and students on academic policies and procedures and serving ex officio on the Curricular Policy Committee.
  • Evaluating students’ progress toward degree or program completion and degree requirements; processing and certifying the awarding of degrees and honors; working with the Academic Advisory Committee to make decisions regarding academic standing or dismissal for students who have not maintained a satisfactory level of academic performance, then communicating those decisions to students.
  • Ensuring compliance with the Family Education Rights and Privacy Act (FERPA) and other federal regulations pertaining to enrollment and awarding of degrees.
  • Overseeing the day-to-day management of student academic records and implementing and maintaining procedures for the storage and archiving of student records, credentials, and other important documents.
  • Overseeing evaluation of transcripts from other institutions to determine transfer credit, ensuring that transfer student transcripts are evaluated in a timely manner for general education credits and for credit in majors, minors, and other academic programs.
  • Supervising the preparation and release of official transcripts for current students and alumni, maintaining official academic records, and safeguarding the integrity and security of student and alumni academic records.
  • Working with the Office of Admissions to facilitate a smooth transition for students from application to enrollment.
  • Working with Information Technology Services to manage the testing, enhancement, and maintenance of student records in the student information system.
  • Working with Marketing and Communication to manage the maintenance/update of academic requirements for all academic programs (e.g., majors, general education, etc.).
  • Overseeing the certification of enrollment and degrees awarded via the National Student Clearinghouse for all students.
  • Leading planning and preparation for annual Commencement.
  • Performing other duties and responsibilities as required or assigned.

Experience and qualifications

  • Bachelor’s degree required, master’s degree preferred.
  • At least 5 years of progressive experience in a registrar’s office or similar context, demonstrating leadership, administrative, supervisory, and organizational abilities.
  • Experience in data management systems and use of technology to improve the effectiveness and efficiency of Registrar office responsibilities; experience with Banner is preferred.
  • Extensive knowledge of state and federal guidelines and compliance requirements.
  • Ability to analyze and solve problems and make effective decisions, especially in regards to identifying ways to improve service to students and support of faculty and staff, assessing existing operations and procedures, and supporting curricular structures.
  • Ability to work on multiple simultaneous projects and switch between big-picture and detail-oriented thinking. 
  • Ability to maintain confidentiality and security of records and information.
  • Excellent interpersonal and communication skills.
  • Enthusiasm for working collaboratively with students, faculty, and staff.
  • Demonstrated commitment to diversity, equity, and inclusion within higher education.

Application instructions

Interested candidates should submit a C.V. and cover letter explaining their interest in the position and describing how their qualifications align with the responsibilities outlined above.  Please also submit a statement on diversity which should include how your professional experiences would contribute to the College’s commitment to diversity, equity, and inclusion. The names and contact details of three references should also be provided. 

All materials should be sent in a single electronic document Earlham College Office of Human Resources at [email protected]