Associate Registrar, Academic Records and Transcript Services

Job Summary

Under the direction of the University Registrar, the Associate Registrar, Academic Records and Transcript Services, provides professional leadership and oversight for academic records, transcript services, student information systems, enrollment and degree reporting, VA education benefit certification, records retention, imaging, archiving, and related compliance functions.

The position serves as the University’s designated School Certifying Official and coordinates enrollment certifications and required reporting for VA education benefits. It also oversees National Student Clearinghouse and NSLDS reporting, data integrity and cleanup, transcript processing, records audits, retention activities, and compliance with FERPA, University privacy policies, applicable federal and state requirements, and institutional procedures. The position independently analyzes requirements, resolves complex records and reporting issues, evaluates risks, improves procedures, and provides recommendations to the University Registrar and University stakeholders.

The Associate Registrar recruits, hires, trains, assigns, supervises, and evaluates part-time student employees and is accountable for the accuracy, security, confidentiality, and compliance of work performed by the team. Although the position is exempt and supervisory, it remains a hands-on professional role that includes data entry, student-record updates, transcript processing, reconciliation, data cleanup, document imaging, archival research, report preparation, and other operational responsibilities as needed.

Primary Responsibilities

Academic Records and Student Information Systems

• Enter, update, reconcile, and maintain student data in the student information system and related databases.
• Review records for accuracy, completeness, consistency, and compliance.
• Research and resolve complex records issues.
• Fulfill official transcript requests through Parchment.
• Process authorized enrollment, degree, attendance, and academic verifications.
• Coordinate grade processing.
• Generate and interpret reports.
• Maintain complete, accurate, organized, and secure academic records.

Enrollment Reporting and Certification

• Prepare and submit enrollment and degree reports to the National Student Clearinghouse (NSC) and enrollment reports to the National Student Loan Data System (NSLDS).
• Review enrollment changes, determine appropriate reporting actions, coordinate student enrollment certifications for VA education benefits, maintain supporting documentation, monitor reporting calendars, investigate discrepancies, coordinate corrections, and provide enrollment and academic record information for internal, external, regulatory, accreditation, and institutional reporting.

Records Retention, Imaging, and Archiving

• Direct the University’s records retention activities and oversee the records lifecycle from creation through retention, storage, retrieval, digitization, and authorized disposal.
• Lead audits of University information, maintain knowledge of applicable laws and policies, advise departments on retention requirements, review records inventories, coordinate records transfers and disposition, convert physical records to digital formats, research archived records, protect confidentiality, and respond to records administration inquiries and authorized information requests.

Compliance, Analysis, and Process Improvement

• Ensure records and student information activities comply with FERPA, University privacy policies, records retention requirements, and applicable laws and regulations.
• Exercise independent judgment in interpreting policies, evaluating records, resolving exceptions, and leading data cleanup and remediation efforts across student information systems.
• Identify, research, correct, reconcile, and document inaccurate, incomplete, duplicate, or inconsistent data.
• Develop and improve procedures.
• Recommend and implement workflow, electronic form, digital records, automation, data-quality, and service-delivery improvements.
• Identify operational risks.
• Provide guidance to the Registrar and University stakeholders.
• Lead or participate in cross-functional projects.
• Maintain professional working relationships.
• Participate in assigned meetings and institutional initiatives.

Student Staff Leadership

• Supervise part-time student employees who support academic records, imaging, archiving, transcript processing, data entry, and other Registrar’s Office functions.
• Recruit, interview, select, and hire additional student employees.
• Develop onboarding and training plans.
• Assign work and coordinate schedules.
• Establish quality standards.
• Review completed work.
• Provide coaching and evaluations.
• Address attendance, performance, training, and workflow concerns.
• Maintain appropriate staffing coverage during peak periods.

Continuous Improvement & Feedback

• Gather and evaluate student and faculty feedback.
• Benchmark service metrics.
• Initiate process improvements to enhance service quality and turnaround time.

Other Duties

• Perform additional assignments requiring independent judgment and discretion as delegated by the University Registrar.

Minimum Qualification and Experience Requirements

• Bachelor’s degree required.
• Minimum five (5) years of progressively responsible, directly related experience in higher education administration, academic records, or student information systems, including at least two (2) years of supervisory experience, required.

Skills

• Knowledge of academic records, enrollment reporting, FERPA, VA certification, NSC and NSLDS reporting, records retention, and data integrity.
• Ability to exercise independent judgment, lead teams, manage systems, interpret policies, and implement measurable process improvements.
• Strong communication, analytical, organizational, and leadership skills, including the ability to recruit, train, supervise, and evaluate student employees.
• Commitment to confidentiality, innovation, accurate data, and the mission of BYU–Hawaii.

Benefits

• 401(k) matching
• Tuition benefits for employee and qualified dependents
• Medical and Dental
• Short-and Long-term disability benefits
• Paid parental and maternity leave

As an educational institution affiliated with The Church of Jesus Christ of Latter-day Saints, BYU–Hawaii prefers to hire qualified members of the Church in good standing, as authorized under 41 C.F.R. § 60-1.5 (a)(6). To be eligible for employment, applicants who are members of the Church must hold and be worthy to hold a current temple recommend and receive a clearance from the Church’s Ecclesiastical Clearance Office. Job applicants must be able to meet these conditions to advance through the hiring process successfully. An expired temple recommend will prevent consideration for hire.

Approximate starting salary:

The wage offered could be above or below range based on education and experience as it relates to the job description.