The Assistant Registrar for Student History is responsible for the oversight and maintenance of degree and certificate completions. Particular areas of responsibility include academic and degree record updates, grading, compilation of the commencement program, posting degrees, diploma preparation and awarding degrees. The Assistant Registrar serves as a primary contact for students, alumni, and various academic and administrative Villanova colleagues with requests or questions concerning student academic history.
The Assistant Registrar works closely with the Senior Associate Registrar in the administration of the Student Historical record custody in the Registrar’s Office. As such this individual is expected to be familiar with all work performed related to the student’s permanent record and applicable regulations (FERPA, GDPR, Title IX, Title IV ). The Assistant Registrar should be able to substitute for the Senior Associate Registrar when necessary.

In the student record, graduation and degree certification process, the Assistant Registrar for Student History is the primary point of contact for Dean’s Offices and Advising centers and can provide assistance to Legal Counsel, Provost and President’s Office. The Assistant Registrar will apply and interpret academic policies and procedures as related to student records and will prompt policy evaluation and change through monitoring trends and student issues. The position also requires proficiency in all tasks within the context of the greater role of the Registrar’s Office at the University.

Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

• The Assistant Registrar for Student History manages the preparation and posting of degrees in conjunction with academic dean’s offices and advising centers for September, December and May degree dates, annually. This includes identifying potential graduates by virtue of credit evaluation and report analysis. Performs regular audits of potential graduate records to identify issues and discrepancies with University policy and graduation requirements. This includes management of online prospective graduate forms and applications to graduate, maintenance of the graduation lists of potential graduates and posting of degrees/certificates to transcripts once notified of completion by Dean’s offices. Verifies and orders original, replacement and duplicate diplomas through a 3rd party certificate provider, Paradigm, by on-line ordering process and directs the mailing and distribution of diplomas to graduates. Executes the preparation and editing of Commencement book; facilitates the review of the book with the President’s Office, University Communication and all other offices contributing to its content. Maintains central list of graduates, and supervises the verification of all diplomas and award of degree. Tracks disposition of degree and certification of degree through the Ellucian Banner database and facilitates retention of supporting documentation in NolijWeb imaging. Serves current and former students requiring additional verification of their credentials including notarization and apostille, as required for employment and further study. Facilitates student and department questions, contacts students to complete their prospective graduation forms and verify diploma information and is responsible for any changes necessary based on student requests. Assists with the compilation of annual degree reports and analyses.

• Responds to student and department questions related to academic records and transcripts. Performs audit and review of academic records as necessary. Investigates anomalies and finds solutions to problems with records, identifies methods for avoiding similar errors in the future. Makes database adjustments to records such as the evaluation and recording of Advanced Placement credit, transfer credit and GPA adjustments for dual-degree and Bachelors-Masters programs, credit by exam, and other adjustments to academic credit and calculations. Oversees the calculation of Latin honors for eligible bachelor degree recipients, posts the Latin honors to the academic record and ensures proper recognition on the diploma and in the honors program distributed at Commencement. Verifies minor, concentration and specialization completion with department administrators and updates degree records for posting to transcript. Serves as point of contact for credit transfer questions from department administrators. Utilizes reporting applications to investigate issues, identify trends and resolve problems. Informs Registrar management team of issues and trends to effect policy.

• Develops reports and processes to support successful graduation processes including diploma checkout, pending graduate lists, lists for commencement and honors program, etc. Performs audits to ensure all degrees and awards are posted accurately and to ensure quality control. Handles special projects and requests for information, statistics, and research related to academic and degree records. Provides interpretation of historical policies through research of retained records, course catalogs, hand-books and other University publications. Assists advising centers and colleges in interpretation and application of policy. Creates reports through University reporting tools (i.e., Discoverer, Cognos, Access, Banner job submission) as necessary.

• Utilizes the University imaging application to access and retrieve academic records for response to inquiries and records processing. Trains and manages student workers who perform optical scanning and recording of imaged records. Works to develop and initiate processes to utilize imaging for further storage and record-keeping functions in the interest of efficiency, accuracy and safe-guarding of academic records.

• Maintains awareness of the activities of the verification and transcript processes and provides assistance to complete these transactions, particularly during times of high volume activity. Fields phone calls and email messages on general office accounts.

• Provides support to Sr. Associate Registrars, particularly with grades processing, and special projects, as needed.

• High school diploma or equivalent required.

• 5 years of administrative office experience; student systems experience preferred; familiarity with reporting tools, imaging technology, Microsoft Office products, and University processes are a plus.

• Ability to communicate professionally and cogently, with strong writing, analytical and reasoning skills; ability to work autonomously.

• Familiarity with computer/office machines (PC, copier, fax, scanner, etc.)

• Bachelor’s degree preferred; prior experience in Registrar’s Office or University Administration; familiarity with higher education areas of academic policy and degree structure, and Banner Student Information System strongly preferred.

• Working knowledge of BANNER student information system, Microsoft applications, particularly Excel. Knowledge of Registrar’s Office policies and procedures; preferred qualifications include experience with transfer credits, degree audit and graduation processes; thorough understanding of University academic policies particularly those related to curriculum and graduation processes.

• Long stationary periods; primarily computer work.

Commensurate with experience.