Job Title: Assistant Registrar
Department: Office of the Registrar
Reports To: Registrar
Status/Hours: Full-Time, Exempt, 40 hours per week
Location: Chestnut Hill College Main Campus, Philadelphia, PA
Position Summary
The Assistant Registrar serves as a primary point of contact for students, faculty, staff, alumni, and external constituents seeking information or services from the Office of the Registrar. The position is responsible for providing high-quality customer service while supporting the integrity, accuracy, confidentiality, and maintenance of student academic records in accordance with FERPA and College policies.
The Assistant Registrar supports the daily operations of the Registrar’s Office, including registration services, transcript processing, enrollment and degree verifications, academic records maintenance, classroom scheduling support, and student information system administration. The position works collaboratively across the College to ensure efficient and student-centered academic services.
About Chestnut Hill College
Founded by the Sisters of Saint Joseph in 1924, Chestnut Hill College is an independent, Catholic institution rooted in a strong liberal arts tradition that fosters equality through holistic education. Distinguished by its strong mission, collegial environment, and dedication to personalized instruction through a small faculty-to-student ratio, the College promotes the spiritual, academic, social, ethical, and moral development of the whole person. Located in the historic Chestnut Hill neighborhood of Northwest Philadelphia, the College serves a culturally diverse student body.
Essential Duties and Responsibilities
Student Services & Academic Support
- Serve as a primary point of contact for the Office of the Registrar and provide professional, student-centered customer service for all in-person, phone, email, and electronic inquiries
- Respond to requests from students, faculty, staff, alumni, and external constituents regarding academic records, registration, enrollment, and College policies
- Assist students and faculty with course registration, schedule adjustments, enrollment inquiries, and academic record requests
- Process official transcript requests, enrollment verifications, degree verifications, and related academic documentation in a timely and accurate manner
- Process changes of major/minor forms and support the registration and enrollment of non-matriculated students
- Assist with the preparation and distribution of diplomas, certificates, honors lists, and other academic records documentation
- Support office coverage during peak registration, grading, and commencement periods
Academic Records, Compliance & Systems Administration
- Maintain the integrity, accuracy, security, and confidentiality of student academic records in accordance with FERPA and institutional policies
- Update student records, FERPA waivers, academic standing information, and related data within the student information system
- Utilize Jenzabar EX and other College systems to support records management, data entry, reporting, verification processes, and operational efficiency
- Assist with data audits, records reconciliation, and quality assurance initiatives to ensure accuracy of academic records and reporting
- Maintain organized electronic and physical filing systems in accordance with records retention standards and compliance requirements
- Ensure compliance with institutional, state, and federal regulations governing student records and academic information
- Assist with implementation and continuous improvement of Registrar’s Office procedures, workflows, and systems processes
Operational & Administrative Support
- Coordinate room reservation requests and maintain classroom scheduling calendars as assigned
- Sort and distribute incoming mail and maintain office correspondence, files, and administrative records
- Serve as backup support for the Associate Registrar and other Registrar’s Office functions as needed
- Participate in commencement activities, registration periods, orientation programs, and other institutional initiatives and events
- Collaborate with academic departments and administrative offices to support effective student records management and operational processes
- Perform other duties as assigned in support of the Office of the Registrar and institutional operations
Qualifications
- Bachelor’s degree from an accredited college or university required
- Previous experience in higher education administration, student services, registrar operations, or a related field preferred
- Strong customer service and interpersonal skills with the ability to engage professionally with diverse populations
- Excellent oral, written, organizational, and communication skills
- Ability to interpret and apply FERPA regulations accurately and maintain confidentiality
- Strong computer proficiency, including Microsoft Office applications
- Experience working with student information systems preferred; Jenzabar EX experience strongly preferred
- Ability to manage multiple priorities in a fast-paced environment with frequent interruptions
- Strong attention to detail and problem-solving skills
- Understanding of and commitment to the College’s Mission and Core Values, including a shared dedication to inclusive, mission-driven education that supports the development of the whole person.
