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Assistant Registrar for Academic Records (Internal Employment Opportunity)

Oregon State University

Oregon State University

Department: Office of the Registrar (XUS)

Appointment Type: Professional Faculty

Job Location: Corvallis

Recommended Full-Time Salary Range: $67,000-$79,000

Job Summary:

This is an Internal Employment Opportunity.

The Office of the Registrar is seeking an Assistant Registrar for Academic Records. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

The Office of the Registrar is an Oregon State University mission-critical unit. We safeguard institutional integrity while helping meet the needs of students, faculty, and staff. We play a critical role in serving the needs of students throughout the student lifecycle, from admission through degree completion and beyond; provide faculty and staff with timely and accurate expertise, resources, and systems solutions; and co-create, shepherd, implement, interpret, and uphold academic policies and regulations, accreditation standards, and laws. The office serves as an institutional partner, providing a clear path for student success, and we value expertise, innovation, inclusion, and collaboration. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. The Office of the Registrar provides a welcoming and inclusive work environment, in which everyone is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.

The Assistant Registrar for Academic Records is a member of the Operations Team within the Office of the Registrar and reports to the Senior Associate Registrar. This position provides strategic and operational leadership for student-facing records and registration functions and is responsible for daily oversight, coordination, and continuous improvement of core Registrar operations.

In addition to managing day-to-day activities, this role contributes to defining and setting priorities and goals for the records and registration area, identifies opportunities for improvement or change to better support students and campus partners, and helps anticipate future needs such as policy changes, evolving service expectations, system enhancements, and enrollment shifts. The Assistant Registrar plays a key role in aligning records and registration operations with university strategic objectives, compliance requirements, and resource planning.

The Assistant Registrar exercises independent judgment to interpret and apply academic regulations in routine and non-standard situations and ensures institutional compliance. This position serves as a key operational leader, maintaining the integrity, accuracy, and confidentiality of the official student record while ensuring a high standard of customer service for students, faculty, staff, and external stakeholders.

This position serves as the primary point of contact (“front door”) for the institution, responding to inquiries from internal and external stakeholders. Provides professional and effective customer service across a wide range of topics, exercising sound judgment to assess inquiries and route or resolve them appropriately to support institutional effectiveness and stakeholder success.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

• Top 1.4% university in the world

• More research funding than all public universities in Oregon combined

• 1 of 3 land, sea, space and sun grant universities in the U.S.

• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

• 7 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources that offer education, celebration and belonging for everyone

• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

• 35k+ students including more than 2.3k international students and 10k students of color

• 217k+ alumni worldwide

• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU’s safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.

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Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

75% Supervision, Administration and Leadership Direct supervision of five Program Representative IIs and student employees, including responsibility for hiring, onboarding, training, evaluation, professional development, and corrective action. Maintain oversight of position descriptions and applicable unit‑level policies and procedures.

Manage the daily operations of records and registration, including staff scheduling, workflow monitoring, customer service support, and adherence to established processes. Provide leadership that supports problem solving, staff engagement, and effective service delivery.

Provide ongoing staff onboarding, training, and support to ensure accurate processing of student records. Ensure consistent application of academic regulations and delivery of high‑quality customer service to students, faculty, academic units, and external stakeholders.

Interpret and apply University Academic Regulations and related policies to ensure the accuracy and integrity of student records. Provide consistent guidance to staff, advisors, faculty, and students ensuring understanding and appropriate application of regulations and procedures.

Review and resolve complex or nonstandard student record issues, exercising independent judgment to support equitable and consistent application of policy within established institutional guidelines. Consult with the Senior Associate Registrar or collaborate with academic units when addressing complex issues with potential institutional impact.

Evaluate, redesign, and streamline operational processes to address volume, efficiency, and accuracy. Identify trends in staff workflow, assess records and registration processes, and collaborate with the Senior Associate Registrar to implement improvements. Develop documentation and training plans to support new or revised processes.

Contribute to strategic planning for the records and registration area by helping define operational priorities, identifying opportunities for innovation or change, and anticipating future needs related to policy updates, system changes, enrollment patterns, and evolving service expectations.

Safeguard confidential student information and provide leadership in FERPA compliance and data stewardship best practices. Ensure adherence to FERPA policies and guidelines in all communications. Support the Office of the Registrar’s role as an institutional unit responsible for maintaining data confidentiality and integrity.

Collaborate with the Associate Vice Provost for Academic Affairs and University Registrar and the Senior Associate Registrar, under general direction to support unit strategy, institutional alignment, and cross‑unit coordination within the Division of Academic Affairs and across the OSU community. Provide ongoing leadership and support for the records and registration staff as guided by the Office of the Registrar’s mission, vision and goals.

15% Term Processing Assist the Senior Associate Registrar with system management operations related to term setup and end-of-term processing. Support student information system (SIS ) functions that enable institution-wide academic operations, including coordination across functional and technical areas to ensure accurate and timely processing.

Support grading processes, including alternate grading options, incomplete grade extensions, and the identification and resolution of missing grades. Monitor grading activity and coordinate follow-up as needed to ensure compliance with academic regulations, accuracy of student records, and timely completion of grading actions.

Serve as the designated backup for enrollment data reporting to the National Student Clearinghouse. Support compliance with federal enrollment reporting requirements by ensuring continuity, accuracy, and timeliness of reported enrollment data.

Apply functional expertise to test and validate student information systems processes related to system upgrades and new functionality. Collaborate with technical teams to assess institutional impact prior to implementation.

Contribute to the development and maintenance of university deadlines and related Office of the Registrar communications. Support institutional planning and communications by ensuring accuracy of term dates and registration deadlines in the Academic Calendar, and student records and registration information on the Office of the Registrar website.

5% Professional Development Participate in required team and Office meetings, including meetings focused on Office of the Registrar priorities and initiatives. Attend assigned staff development activities or conferences offered through university or professional organizations.

5% Other Duties as Assigned Assist with annual commencement-related activities and ceremonies, as required. Participate in OSU -related committees and work groups. Provide support, as needed, to other units within the Office of the Registrar for university programs and activities.

What You Will Need

• Bachelor’s degree.
• Five years’ experience in a registrar’s office or similar professional regulatory environment with responsibility for electronic records, plus two years of supervision experience.
• Experience providing exceptional customer service, with the confidence to act when critical situations arise.
• Experience with a student information system (e.g., Banner, Colleague, Jenzabar)
• Ability to analyze complex issues and situations, identifying alternative solutions, forecasting consequences and recommending an effective course of action.
• Experience interpreting and communicating complex policies and procedural requirements to stakeholders.
• Experience working as a team member on projects and implementation of new initiatives.
• Ability to promote policy and regulation equality and integrity in all work, ensuring diverse needs of OSU’s students are appropriately addressed.
• Ability to analyze complex issues and situations through many lenses, including an equity lens; identify alternative solutions; forecast consequences and disparate impacts across student populations; and recommend effective courses of action.
• Effective organizational skills.
• Effective written and verbal communication skills, including the ability to communicate inclusively with diverse audiences including administrative management and academic constituencies.
• Strong experience in large scale information systems beyond end-user access.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• Experience providing training or instructional support as a functional user or content expert.
• Ability to work within an environment where ambiguity and the ability to pivot quickly are commonplace.
• Familiarity with the Academic Regulations and policies that pertain to student records and registration in higher education.
• Experience in training staff in new procedures and developing handbooks and materials to support this effort.

Working Conditions / Work Schedule

Special Instructions to Applicants

This is an Internal Employment Opportunity.

When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact: Jennifer Ajeto, jennifer.ajeto@oregonstate.edu
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/7132149

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