Assistant Registrar

Job Description

Classification 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 JOB

The 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 RESPONSIBILITIES

Essential 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 INFORMATION

SCHEDULE: 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 Act

Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.

Equal Opportunity Employer

Middlesex College is an equal opportunity employer and prohibits discrimination on the basis of race, creed, color, national origin, ancestry, age, gender, marital status, familial status, religion, affectional or sexual orientation, atypical hereditary cellular or blood trait, genetic information, liability for service in the armed forces of the United States, or disability.

Affirmative Action and Compliance Statement

Middlesex College is firmly committed to a policy of Equal Opportunity and Affirmative Action. The College will implement this policy to assure that the educational programs, activities, services, benefits and employment opportunities offered by the College are available to all persons regardless of sex, race, creed, national origin, ancestry, nationality, color, marital status, civil union or domestic partnership status, affectional or sexual orientation, gender identity, age, handicap (and/or disability), service in the armed forces, atypical hereditary cellular or blood trait, genetic information, refusal to submit to genetic tests, or refusal to make available results of genetic tests, in accordance with State and Federal laws. All employees and students are expected to accept these principles and to reflect their spirit in everyday relationships with fellow employees and students. Inquiries regarding compliance may be directed to the Affirmative Action Officer, Middlesex College, Chambers Hall, 2600 Woodbridge Avenue, Edison, New Jersey 08818-3050.