University Registrar

Job Description


Position Title: 


University Registrar



Office of the Registrar

FLSA Category:



Working Relationships:



  • Reports to:


The University Registrar reports directly to the Provost.

  • Works Closely with:


In order to complete successfully the duties and responsibilities of the Registrar’s Office, the University Registrar:

  1. works collegially with students, staff, faculty, and administration;
  2. collaborates with Admissions, the Student Service Center, the University Assessment Officer, and the Office of Student Success; and
  3. serves on the Academic Council, the Council on Curriculum, and the Council on Students and Academic Standards.


  • Directly Supervises:


The University Registrar has administrative oversight of the other individuals employed within the Office of the Registrar.


Job Summary: 

The University Registrar protects the integrity of the University’s student records and academic degrees, is responsive in the provision of data to faculty and administration in order to advance University assessment and continuous improvement strategies, and is attentive to the needs of the University students related to enrollment verification and academic transcripts.  The University Registrar ensures that “the student [remains] the primary reason for the existence of the registrar’s office.[1]”  The University Registrar advances the mission of the University and is a professional who epitomizes the values of Millikin University. 



All employees are expected to uphold the values of the University.  At Millikin University, we value:

  • Commitment to the discovery of knowledge
  • Civil debate
  • Passion and enthusiasm
  • Dignity and respect for individuals
  • A diverse and inclusive community
  • Integrity and responsibility
  • Advancement of the greater good


Primary Responsibilities:

The University Registrar must possess the proven ability to oversee all activities of the Office of the Registrar in order to meet its essential responsibilities .The essential responsibilities and supporting activities of the University Registrar are to:

  1. Protect the integrity of the University’s student records and academic degrees.
  1. Ensure accurate, efficient, timely, and ongoing academic record maintenance, retention and dissemination including, but not limited to the following categories:
    1. admission files;
    2. grades, credits (institutional, transfer, Advanced Placement [AP], College Level Examination Program [CLEP], Prior Learning Credits, Continuing Education Units [CEUs], etc.);
    3. official transcripts;
    4. enrollment status; and
    5. academic standing;
  2. Serve as the Family Educational Rights to Privacy Act (FERPA) officer;
  3. Ensure integrity of academic degree certification and program graduation requirements including, but not limited to the:
    1. Provision for transcript evaluation and approval related to credits earned;
    2. Coordination of course scheduling (e.g. section planning, instructional space, etc.);
    3. Determination of final exam scheduling (exam times and locations); and
    4. Planning, advancing, and providing oversight of the Academic Calendar.
  4. Determine National Collegiate Athletic Association [NCAA] eligibility of student athletes and;
  5. Verify degrees and honors for Commencement.


  1. Be responsive in the provision of data to faculty and administration in order to advance University assessment and continuous improvement strategies.
  1. Garner or facilitate the collection of data for State and/or Federal reporting requirements;
  2. Provide institutional reporting (in-house Banner scripts, retention reports, enrollment and registration reporting, etc.);
  3. Collaborate with colleagues across campus related program assessment, quality, and continuous improvement strategies including the following entities:
    1. Faculty Councils (Council on Curriculum; Council on Students & Academic Standards); and
    2. Academic Council


  1. Remain attentive to the needs of the University students related to enrollment verification and academic transcripts.
  1. Provide enrollment verification to other institutions of higher education (colleges and universities as well as other external constituents (employers, insurance providers, Veterans Administration, National Collegiate Athletic Association [NCAA], and the National Student Loan Clearinghouse);
  2. Oversee accurate evaluation and approval of requested academic credit from other domestic colleges and universities as well as those academic credit requests from international educational entities;
  3. Serve as a resource for faculty and staff related to academic advisement issues;
  4. Ensure efficient, accessible, and accurate course registration processes (e.g. validation, course add/drop, etc.);
  5. Assist students in degree planning through the use of the degree audit system and in collaboration with academic advisors and other student service resource colleagues; and
  6. Provide oversight of the coordination of operational policies related to withdrawal of students from the University.




Other Duties:



The University Registrar may be assigned other duties by the Provost of Millikin University in order to advance the institution’s strategic academic goals.


Minimum Position Qualifications:

  1. Individual must demonstrate successful history of team-focused administrative or supervisory experience, prowess in building collaborative relationships within the academic environment, and the ability to both drive and adapt to change in an institution of higher education. 
  2. Individual must be well-versed in the use of technology and its application to meeting the responsibilities and tasks of the Office of the Registrar.
  3. Individual must have excellent interpersonal, verbal, and written communication skills.
  4. Individual must possess a positive, professional attitude.
  5. Individual must possess a baccalaureate degree.  A master’s degree in a relevant area is preferred.



Work Environment:



Manual Dexterity:


  • Use of 10-Key,
  • Dexterity to operate a keyboard


Physical Effort: 



  • Typically sitting at a desk or table
  • Occasionally lifting 25 lbs. or less
  • Intermittently sitting/standing/stooping
  • Hearing and visual acuity with normal range


Working Conditions: 



  • Typical working conditions found in most administrative work area



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