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Academic Records & Registration Coordinator

Posted: 07/09/2021

Status: Non-Exempt

Purpose: Primary responsibilities include course schedule preparation; grade processing; maintenance, examination, and accuracy of academic records created and maintained by the Registrars Office; web registration; faculty and staff training as appropriate on web registration; student support, and maintenance of CARS reports, data, and records associated with the Registrars Office; Dual Enrollment registration processing; secondary VA School Certifying (SCO) official working with a primary SCO; supervision of student employees.


  • Create and maintain all-year schedule, session course schedules, and all course records, including schedule changes
  • Manage grade processing including change of grades, grade reports
  • Create and maintain archival of grade sheets for binding every 5 years
  • Create and maintain CARS records table maintenance for student records, grading tables, registration, and course history records
  • Maintain accuracy of student academic records
  • Manage and coordinate document imaging and the organization of student records and files in the vault and archives.
  • Manages registration of all dual enrolled students
  • Maintain Core curriculum codes
  • Schedule academic classrooms and labs for each semester/term
  • Schedule classrooms for events
  • Process and maintain learning contracts
  • Supervises student employees.
  • Process and maintain Incomplete contracts, and Incomplete grade conversion each semester
  • Maintain student wait listing
  • Report student enrollment data to the National Student Clearinghouse (NSC) as required by NSC
  • Report graduation data to NSC after May, August, and December postings
  • Verify degrees on the NSC website as needed
  • Manage the implementation and changing dynamics of Web registration, e.g., verifies that all necessary CARS tables and web groups are updated.
  • Create and maintain adjunct instructor records in CARS
  • Track attendance verification beginning of each semester/term
  • Maintain academic calendar in CARS
  • Maintain catalog course descriptions
  • Assist primary VA School Certifying Official as the Secondary School Certifying Official
  • Assist with commencement twice a year as needed
  • Assist with diplomas as needed three times a year
  • Participate on University committees as assigned
  • Participate in the following Registrars Office team-based responsibilities:
    • Provides information regarding the acquisition of transcripts,
    • Creates and issues transcripts, grade sheets, and class lists as needed
    • Knows and complies with FERPA regulations and guidelines.
    • Contributes to team effort by welcoming new and different work requirements
    • Explores new opportunities to enhance the services of the department
    • Helps others accomplish related job results as and where needed

Primary Contacts: Registrars Office staff, Student Administrative Services Staff, Academic Advising Resource Center staff, Academic Division Deans and Department Chairs, faculty advisors, students, Administrative Computing staff, and other members of the University community.

Supervision Exercised: Supervision of student employees

Supervision Received: Works toward a previously defined objective with little supervision and uses a wide range of procedures; plans and arranges own work referring unusual cases to the Registrar


Education:  Bachelors Degree

Experience:  Knowledge and work experience with the implementation of academic record policies and procedures, work experience in a customer service environment; experience with computerized academic records, course scheduling, and registration system.  A demonstrated ability and commitment towards diversity, equity, and inclusion.

Specialized Training:  Proficient in the use of Microsoft Office programs. Knowledge of Jenzabar CX preferred.



Customer Service:

  • Exhibit a "customer first" orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
  • Adapt willingly and quickly to changing priorities, responsibilities, and students' (or other customers) needs and expectations; anticipate and identify students'  (or other customers) needs
  • Demonstrate an ability to facilitate transition and counsel students towards the realization of full educational potential (can be personalized for position)
  • Demonstrated ability to recognize, appreciate and serve culturally diverse populations, special needs, and others
  • Available to rotate through multiple time frames of service operations
  • Demonstrate an enthusiastic approach to duties and a commitment to liberal arts education  (if applicable)


  • Collaborate well with others for a cohesive group
  • Communicate, cooperate and collaborate well with others to achieve common office, department or University goals
  • Willingly assists in various responsibilities as appropriate within the department and other areas of the university as appropriate as required during high service demand times


  • Develop and nurture an effective, productive, and respectful rapport and working relationship with students, faculty and staff co-workers, and various campus and community constituencies maintaining an appropriate level of professionalism
  • Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
  • Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking (if applicable)
  • Communicate information clearly and concisely and listen well to others

Attention to Detail:

  • Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions


  • Take immediate and independent action when necessary assuming initiative for creative problem solving
  • Demonstrate creativity and high energy
  • Accomplish tasks with follow through to completion


  • Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office

Work Environment, Physical Demands:

  • Multiple service hours; computer data input; multiple concurrent tasks with service interruptions; extensive customer contact; strict confidentiality; detailed work.

To apply, please upload a cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy. 

Mount St. Joseph University is an Equal Opportunity Employer

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