Assistant Registrar for Academic Services

Department

CSL Registrar Administration and Graduation Services

About the Department

The Office of the University Registrar plays a central role in supporting the University's academic mission. The office manages student enrollment, academic records, graduation processes, and curriculum administration. Additionally, the office oversees classroom and exam scheduling, course evaluations, and the enforcement of academic policies. Committed to service excellence and continuous improvement, the Registrar’s Office enhances student information systems and administrative practices to ensure reliable data and efficient operations. Our team collaborates to provide expert support to students, faculty, and staff, contributing to informed institutional decision-making and a positive academic experience.

Job Summary

The Assistant Registrar performs critical functions within the office related to the lifecycle of student academic records – primarily as students graduate – when their degree information is posted, and when diplomas are created and distributed. This role liaises with students, staff, and University partners, produces official documents and statistical reports, and certifies student records. Through investigating and supporting student systems enhancements, and by staying current with best practices, the Assistant Registrar upholds the University's academic mission and ensures the integrity of its graduation and record-keeping processes.

Responsibilities

• Configure and maintain academic systems for graduation processes, ensuring accurate graduation tracking and data integrity.

• Oversee and execute the full graduation lifecycle – including application, verification, passing of milestones (i.e., doctoral candidacy, dissertation defense), and conferral of student degrees.

• Interpret curricular requirements in support of student degree auditing and graduation clearance.

• Maintain external education (previous institution attended) records.

• Manage additional honorifics beyond degree data - transcript notations, honors and awards, and certificates.

• Manage the diploma distribution process: ordering, proofing, packaging, shipping, tracking, and resolving issues for graduates – including replacement of damaged or lost diplomas.

• Serve as the primary office contact for graduation and diploma matters, coordinating closely with University partners and external vendors, ensuring timely communication and resolution.

• Compile, edit, proof, and publish candidate lists and honors/awards for the University’s annual Convocation program.

• Coordinate, train, and oversee Registrar’s Office staff on specific tasks, fostering a service-oriented, cross-trained, and knowledgeable team.

• Develop and deliver training on graduation-related processes for staff and representatives across academic units, colleges, and divisions.

• Support ongoing development and improvement of academic and student information systems – including modules, requirement tracking, production calendars, and reports relating to graduation.

• Support the preparation, design, and submission of official and ad-hoc reports and statistics—including degree completion, student enrollment counts, quarterly census, end-of-term reports, and state/regulatory submissions.

• Lead and participate in business process analysis, change management, and technology integration initiatives within the office; streamline operations in line with the University's business cycles and needs.

• Coordinate office notary services, apostille processing, and certification of official University documents in accordance with legal and regulatory requirements.

• Validates enrollment records in the student information system. Contributes to the creation of the course schedule and the assignment of classrooms.

• Acts as a resource for student/faculty/staff and answers questions in person, by phone, and via email regarding processes, policies, or errors on enrollment, grading, scheduling, degrees, etc.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

---

Preferred Competencies

• Demonstrates working knowledge of student information systems, preferably PeopleSoft Campus Solutions.

• Utilizes creativity and ingenuity to implement technical and business process solutions.

• Exhibits excellent organizational skills and the ability to perform multiple tasks concurrently while meeting deadlines.

• Tracks and monitors multiple open issues accurately and in a timely manner.

• Communicates clearly, tactfully, and courteously with diverse audiences, both verbally and in writing.

• Exercises sound judgment and discretion when dealing with sensitive information.

• Establishes and maintains productive working relationships with colleagues, clients, and stakeholders.

• Provides exceptional customer service and works effectively with a broad range of constituents.

• Applies strong planning, organizational, and project management skills to meet deadlines and execute assigned projects.

• Demonstrates ability to negotiate and resolve issues effectively.

• Adapts to changing circumstances with resourcefulness and flexibility.

• Works independently with minimal supervision while maintaining high standards of performance.

• Understands the broader context of administrative functions and how individual tasks contribute to organizational objectives.

Application Documents

• Resume (required)

• Cover Letter (required)

Job Family

Student Affairs & Services

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

​
FLSA Status

Exempt

​
Pay Range

$60,000.00 - $77,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.