Registrar Records & Data Specialist 2

Registrar's Office

Openings: 1


JOB SUMMARY:  The position’s primary purpose isto assist the Registrar and Assistant Registrar in managing the major functions of the office in a timely and effective manner, including the maintenance of academic records, collection and data reporting, collection of commencement and graduation data, registration of students, and processing of transfer courses.  This position will provide front line quality customer service to all college stakeholders.

Employment Type: Full-Time, 12 months, Non-Exempt (hourly), Benefits Eligible 


  • Prepare academic records for graduation.
    • Process Intent to Graduation forms, order diplomas, prepare official graduation program, and assist Registrar in verifying completion of degree.
    • Record and communicate appropriate information to ensure students’ completion of degree requirements.
    • Evaluate final degree audits to determine eligibility for honors.
    • Post degrees and maintain graduation statistics for institutional research and review.
  • Create courses for independent study, variable credit, audit and internship registrations.
  • Process student transfer coursework, including AP, IB, language placement and work from other institutions, and record credit toward the degree program at Gustavus.
  • Process student major/minor declarations, withdrawals, leaves of absences, and re-admissions.
  • Assist Admission office with PSEO admission and registration.
  • Recruit student employees and provide effective direction, training, and guidance.
  • Assist with office functions like answering phones, processing mail and responding to counter requests for information and assistance from all college stakeholders.
  • Process paper transcript requests and assist with online requests.
  • Ability to prioritize and perform required volume of work in a timely manner with few or no errors and maintain sensitivity for confidentiality of information.
  • Contribute to a favorable working climate by engaging in a friendly, pleasant, and businesslike manner.
  • Willingly assist others as necessary to keep work current or spread workload equitably.
  • All other duties as assigned to assist the Registrar and Assistant Registrar in managing the major functions of the office.



  • High school degree or equivalent
  • Two to four years of general office experience including at least two years’ experience using Microsoft and Google software like Word, Excel, and Gmail.
  • Strong interpersonal skills and capable of relating effectively with professional and pre-professional clientele.
  • Ability to work accurately and independently in an atmosphere of deadlines and constant interruptions.
  • Ability to proactively problem solve and research applicable policies and procedures.
  • Advanced written and oral communication skills.
  • Ability to maintain confidentiality of data.


  • Post-secondary secretarial training
  • Ellucian/Colleague and Perceptive Content experience.
  • Experience in a Registrar’s office.
  • Experience with an integrated electronic data system.
  • Experience at a college or university.

Gustavus offers competitive and comprehensive benefits which include:

  • Medical, Dental, Vision, Life Insurance
  • Short-Term Disability
  • Parental Leave
  • 7% Gustavus Contribution to Retirement Savings Plan after One Year of Employment
  • Free: Parking, exercise classes, use of library and athletic facilities
  • Tuition scholarships for dependents
  • Tuition benefit plan for employees and spouse/domestic partner
  • 13 paid Holidays + generous PTO plan

Application Procedures: To apply for this position, please continue the process on our website, to complete the online application and submit the following: 

  • Online Application
  • Resume
  • Contact information for three (3) references

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, or veteran status in its education or employment programs or activities.

Click on the following link to learn more about Gustavus's campus-wide commitment to diversity, equity, and inclusion.


Deann Schloesser | | 507-933-7495

Posted: Tue Nov 29, 2022

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