Job DescriptionClassification Title: Assistant Registrar
Salary: $80,484.00
Department: Registration
Pay Grade: ADM6
Reports To: Registrar
FLSA Status: Exempt
Unit: Administrative
Opening Date: 7/6/2026
Closing Date: 7/20/2026 11:59 p.m.
GENERAL STATEMENT OF JOBThe Assistant Registrar provides day-to-day support of the operations of the Registration Department. Excellent communication skills and attention to detail are essential in this customer service-oriented role.
SPECIFIC DUTIES AND RESPONSIBILITIESEssential Functions:
- Maintains the curriculum management and faculty information modules in Colleague, including developing/maintaining documentation and standard operating procedures.
- Manages the development of the master academic course and final examination schedules, and daily room changes, using Colleague and the Event Management System (EMS).
- Writes and runs data reports using Informer 5 to support departmental decision-making, track enrollment trends, and ensure data integrity.
- Collaborates with departmental chairs and monitors registration trends to estimate course and seat requirements used for preparation of the master class schedule.
- Supervises Senior Student Records Analyst and assists with supervision of Student Records Evaluators and is responsible for their training, ensuring transactions are completed accurately with high-quality customer service.
- Oversees the process of awarding credit for prior learning in a timely manner. This includes collaboration with academic departments, posting of credit and waiver/substitutions to student records, and communication with students.
- Ensures proper documentation for the processing of student record updates, including waivers/substitutions, registration adjustments, grade changes, academic status updates, course fees, and adjustments related to academic/tuition appeals.
- Monitors automated NSC e-Transcript and verification requests to ensure system continuity, assisting with official NSC reporting requirements and the timely responses to inquiries requiring research.
- Assists with the coordination and organization of annual graduation activities, commencement execution, and the auditing and updating of student records, production of diplomas and posting of degree conferral to student records.
- Recommends and implements new technologies and functionality related to scheduling and registration/records processes.
- Provides appropriate functional training to College staff, including guidance on compliance with the Family Educational Rights and Privacy Act (FERPA), as necessary.
- Supports Registrar in compliance with subpoenas, legal records requests, College audits, and the administration of the Tuition Chargeback and Tuition Appeal processes.
- Administers document retention and disposal in accordance with established NJ Document Retention Policies.
- Represents Registration Office on College Assembly- Curriculum Task Force and other collegewide committees/task forces.
- Develops and maintains content of student communications, monitors Departmental email and other communications to ensure accuracy and quality customer service.
- Conducts assessment related activities in conjunction with Departmental Assessment Plan.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS- Bachelor's Degree
- Five (5) years of full-time Student Enrollment Services or Enrollment Management experience in a college or university
- Registration office experience
PREFERRED QUALIFICATIONS- Master's degree
- Experience with managing the development of the master academic course schedule
- Working knowledge of FERPA & NJ Document Retention Policies
- Experience with Colleague, Microsoft Office, Event Management System (EMS), National Student Clearinghouse, Informer 5, and document imaging
SUPPLEMENTAL INFORMATIONSCHEDULE: Mon Monday, Wednesday, Thursday, and Friday: 9:00 a.m. to 5:00 p.m.
Tuesday: 10:00 a.m. to 6:00 p.m., Occasional weekend/Evening work is necessary
Schedule is subject to change depending on operational requirements.
RETIREMENT: Pension Eligible
NJ First ActAny Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.
