Registration Specialist IIRegistrar's Office

Description

JOB SUMMARY:  The position’s primary purpose is to assist the Registrar and Assistant Registrar in managing the major functions of the office in a timely and effective manner, including the registration of students, maintenance of academic records, course scheduling, data reporting to the National Student Clearinghouse.  This position will provide front line friendly, engaged customer service to all college stakeholders.

Employment Type: Full-Time (.92 FTE), Benefits-Eligible, Non-Exempt (Hourly)

Pay Range: $18.50-20.50 per hour

Application Procedure: Please continue the process below or on our website, www.gustavus.edu/humanresources/employment to complete the online application and submit your resume.

MAIN RESPONSIBILITIES:

Course Scheduling & Registration Operations

• Collaborate with faculty department chairs, the Provost’s Office, and the Registrar to develop, build, publish, and maintain the master class schedule for Fall, Spring, and Summer terms.
• Coordinate classroom assignments, resolve room conflicts, and process room changes in collaboration with academic leadership.
• Create and administer the final exam schedule.
• Monitor registration activity and resolve issues related to prerequisites, overloads, and enrollment status; communicate updates to students and campus partners
• Create and manage registrations for independent study, course-by-arrangement, audits, and internships.
  

Transfer Credit & Academic Records

• Process transfer coursework (including AP, IB, and other institutions) and apply credit toward degree requirements.
• Conduct transfer credit review in accordance with faculty policy and in consultation with Admission and Academic Deans and/or the Provost.
• Coordinate international transcript evaluation workflows (e.g., directing students to external evaluators such as WES).
• Process partner-specific transfer credit (e.g., Kansai Gaidai).
• Maintain and share updated course equivalency data (e.g., biannual updates to Transferology).
• Process language waivers for international and accommodated students.
  

Curriculum & Academic Processes

• Support course approval workflows for new and revised courses through the curriculum management system (e.g., Coursedog).
• Process academic forms including substitutions, drop/add requests, and special permission registrations.

Reporting & Compliance

• Compile and report enrollment, graduation, and withdrawal data to the National Student Clearinghouse (NSC) according to reporting schedules.
• Manage post-award reporting updates (e.g., degrees awarded after NSC submissions).
• Coordinate PSEO student registration with Admissions and report required data to the Minnesota Department of Education.

Service & Office Operations

• Provide front-line support to students, faculty, and staff via phone, email, and in-person service.
• Assist with general office operations including mail processing and counter support.
  

Perform other duties as assigned.