Overview
Assistant Registrar Jobs in Billings, MT at University Support Services
Title: Assistant Registrar
Company: University Support Services
Location: Billings, MT
We are seeking a highly motivated Assistant Registrar to support registrar operations across all Rocky Vista University (RVU) campuses and academic programs. This role serves as the primary registrar resource for the Montana campus and plays a critical part in maintaining the integrity of academic records, ensuring compliance with institutional and regulatory requirements, and delivering exceptional service to students, faculty, and staff.
This is an excellent opportunity for a higher education professional looking to build a long-term career in registrar services, academic administration, and student records management within a dynamic and collaborative university environment.
Position Summary
The Assistant Registrar is responsible for supporting the implementation and administration of registrar functions across the institution, with a primary focus on the Montana campus. The position requires strong analytical skills, sound judgment, attention to detail, and the ability to interpret and apply academic policies consistently.
The successful candidate will collaborate closely with faculty, administrators, and staff to ensure efficient registrar operations, support institutional growth, and contribute to student success.
This role will be reporting to the University Registrar.
About the Montana Campus
RVU’s Montana campus is an exciting and rapidly evolving academic environment preparing to graduate its inaugural class. This position offers a unique opportunity to help shape processes, support campus development, and make a meaningful impact during a period of significant growth.
Key Responsibilities
Registrar Operations & Academic Records
- Implement and administer approved academic policies, programs, and registrar processes.
- Maintain the accuracy, integrity, and security of student academic records.
- Manage student information within the Student Information System (SIS) and related technologies.
- Configure and maintain academic structures, grading schemas, progression requirements, and academic standing rules within institutional systems.
- Coordinate registration, grading, progression tracking, academic standing reviews, and graduation certification processes.
- Process registration changes and provide guidance regarding withdrawals, leaves of absence, and changes in academic status.
Catalog & Policy Management
- Lead the annual development, editing, and publication of university academic catalogs and student handbooks.
- Collaborate with academic and administrative departments to ensure policies and program information are accurate, consistent, and compliant.
- Manage updates within catalog management systems to support timely publication.
Student & Faculty Support
- Serve as the primary registrar contact for Montana campus operations.
- Provide guidance and support to students, faculty, and administrators regarding academic policies, procedures, and records.
- Investigate and resolve registration, scheduling, and academic record issues.
- Coordinate final grade submission processes and support grade change procedures.
Compliance & Reporting
- Ensure compliance with FERPA and applicable state, federal, and accrediting requirements.
- Maintain current knowledge of regulations affecting student records and higher education administration.
- Respond to data requests and collaborate with departments to provide accurate reporting.
- Partner closely with the Office of Financial Aid to support institutional compliance and reporting requirements.
- Continuous Improvement & Strategic Support
- Conduct comprehensive graduation audits and evaluate complex student record situations.
- Analyze business processes and recommend improvements to enhance efficiency and service delivery.
- Support implementation of new academic programs and initiatives.
- Collaborate across campuses to promote operational consistency and student success.
Additional Responsibilities
- Provide cross-functional support to ensure uninterrupted registrar services.
- Assist with projects, reporting initiatives, and data management efforts.
- Participate in special projects and perform other duties as assigned.
Qualifications
Required
- Bachelor’s degree.
- Minimum of two (2) years of progressively responsible experience in a Registrar’s Office, Student Affairs, Academic Affairs, or related higher education setting.
- Demonstrated experience working with student information systems.
- Experience interpreting and applying academic policies and procedures.
- Knowledge of FERPA and federal regulations affecting higher education.
Preferred
- Master’s degree in Higher Education Administration or a related field.
- At least one (1) year of leadership or supervisory experience within a Registrar’s Office or higher education student services environment.
- Experience in admissions, student services, enrollment management, or related customer-focused higher education functions.
Key Competencies
- Strong analytical and problem-solving skills.
- Exceptional attention to detail and organizational abilities.
- Ability to exercise sound judgment and maintain confidentiality.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Commitment to collaboration, service excellence, and student success.
Work Environment
- Collaborative and professional office environment.
- Frequent use of computers, telephones, video conferencing, and other communication technologies.
- Regular interaction with students, faculty, staff, and university leadership.
Schedule & Travel
- Standard full-time work schedule.
- Flexibility required during peak operational periods, including occasional evenings and weekends.
- Limited travel may be required to support multi-campus operations.
The anticipated salary range for the Assistant Registrar is $61,915 – $72,500 per year. The final salary offered may vary and will be determined based on factors such as job-related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per NYS local law.
