Job Description

Indian River State College is seeking a detail-oriented and collaborative professional to serve as Assistant Registrar within the Student Records Department. In this key leadership role, you will help ensure the accuracy, integrity, and compliance of student academic records while supporting systems, processes, and services that directly impact the student experience.

Working under minimal supervision, the Assistant Registrar supports the daily operations of Student Records and serves as backup to the Registrar as needed. This position plays an important role in maintaining regulatory compliance, improving operational efficiency, supporting institutional reporting, and guiding staff through a student-centered service approach.

This opportunity is ideal for a professional who thrives in a fast-paced environment, enjoys solving complex problems, and values both precision and collaboration.

About Us

Indian River State College is a leading public institution located on Florida’s Treasure Coast, serving students across multiple campuses in four counties. We are dedicated to academic excellence, innovation, and community engagement, offering associate and bachelor’s degrees, workforce training, and continuing education programs.

At The River, we believe every student’s and employee’s story matters. We value the different perspectives, experiences, and talents that come together on our campuses, creating a learning environment and workplace that’s supportive, inclusive, and inspiring. With flexible options online, on campus, and hybrid, we design learning experiences that meet students where they are and prepare them for real-world success. Programs like the Promise Program open doors by providing eligible students with tuition-free access, ensuring every learner has the opportunity to thrive.

Why Join the River

When you join Indian River State College, you become part of a forward-thinking and supportive community where your work truly matters. Your role is more than a job; it’s an opportunity to shape the future, uplift students, and be part of a mission-driven college that is changing lives every day.

What We Offer
At Indian River State College, we value the well-being and professional growth of our employees. Our comprehensive benefits package includes:

·         Health & Wellness: Medical, dental, vision, flexible spending accounts, life insurance, supplemental plans, and access to our Employee Assistance Program (EAP).

·         Affordable Coverage: PPO/HMO options starting at just $50/month for individual coverage and $180/month for family coverage.

·         Retirement Security: Participation in the Florida Retirement System (FRS), plus tax-deferred annuities and Roth 403(b) options.

·         Time for You: Generous paid vacation, personal, and sick leave to support work-life balance.

·         Perks & Discounts: Reduced rates on services and tickets to local attractions.

·         Growth & Development: Professional development programs, leadership training, and opportunities to advance your career.

JOB SUMMARY:

Under minimal supervision, the Assistant Registrar supports the oversight and daily operations of the Student Records Department and serves as backup to the Registrar. This role ensures the integrity, accuracy, and compliance of student records; provides leadership and guidance to staff; and serves as a subject matter expert for residency, compliance, system functionality, and external reporting.

SPECIFIC DUTIES AND RESPONSIBILITIES:

The specific duties and responsibilities for this position include, but are not limited to:

Student Records Management & Regulatory Oversight

• Oversee daily Student Records operations, ensuring efficient workflow, prioritization, and high-quality service.
• Manage document intake, imaging, indexing, and student file maintenance.
• Process enrollment verifications, waivers, administrative drops, reinstatements, and diploma requests.
• Maintain and update student data within the Student Information System (SIS).
• Serve as departmental lead for duplicate record resolution and historical record merges.
• Respond to student, faculty, and staff inquiries related to records and registration processes.
• Determine and review student residency status, including complex cases.
• Ensure compliance with FERPA and applicable state/federal regulations.
• Oversee athletic eligibility submissions in alignment with NJCAA requirements.
• Process subpoenas and legal requests in accordance with regulatory standards.
• Maintain accuracy, security, and confidentiality of all student records.

Leadership & Staff Support

• Provide day-to-day guidance and support to Records staff, reinforcing policies and service standards.
• Supervise and train work-study students.
• Support departmental continuity by acting on behalf of the Registrar as needed.
• Foster a collaborative, service-oriented team environment.

Systems, Reporting & Technical Support

• Serve as departmental lead for SIS (e.g., Banner) testing, troubleshooting, and implementation support.
• Act as subject matter expert for National Student Clearinghouse (NSC) reporting and error resolution.
• Participate in system upgrades, process improvements, and data validation efforts.
• Monitor reports and resolve discrepancies to ensure data integrity.

Training, Communication & Process Improvement

• Develop and deliver training for faculty and staff on systems, policies, and procedures.
• Serve as liaison between faculty and the student records system for grading and attendance processes.
• Document, evaluate, and improve departmental procedures in collaboration with the Registrar.
• Create job aids, communications, and presentations as needed.
• Perform additional responsibilities as assigned to support departmental and institutional goals.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Bachelor’s degree and 3+ years of experience in student records, admissions, or data management (or equivalent combination).
• Strong knowledge of student information systems and records management practices.
• Demonstrated experience supporting system implementations, process improvements, or policy changes.
• Knowledge of residency regulations, FERPA, and athletic eligibility requirements.
• Strong analytical, problem-solving, and decision-making skills.
• Ability to manage multiple priorities in a fast-paced environment with high attention to detail.
• Excellent customer service, communication, and interpersonal skills.
• Proficiency in Microsoft Office and data management tools.
• Ability to maintain confidentiality and exercise sound judgment.

Classification

Staff

Supervisory

No

FLSA Exempt

Yes

Employment Type

Regular

Compensation and Application Deadline

Pay range starts at: $43,005.22 | All salary calculations start at the minimum salary and will be based on candidate's education and experience | Open until filled.