Job Description:

Summary Statement:  

Fairfield University seeks an Office Manager, Registrar. The Office Manager, Registrar supports the daily operations of the Registrar’s Office by oversees daily workflows, staff coordination, records management, and customer service functions. This role plays a vital part in delivering excellent service to students, alumni, faculty, and external agencies, upholding institutional standards, and supporting compliance with university policies and federal regulations (e.g., FERPA). Reporting to the Senior Associate Registrar, the Office Manager, Registrar will be the primary liaison and front-line support within the Office of the University Registrar.

Relationships:

Reports to: Senior Associate Registrar

Staff: Student Workers

Other Internal Contacts: Deans; Academic Department Chairs; Academic Program Coordinators and Operations Assistants; Faculty; Students; Directors; Director Event Planning, Facilities Planning, Information Technology Services, Director of Marketing &

Communication; Director of Institutional Research; Bursar; Director of Financial Aid

External Contacts: 

Vendors; State and Federal Agencies; Regional and National, Associations; Parents

 

Responsibilities:

 

Office Operations and Administration:

• Oversee the daily operations of the Registrar’s Office, including scheduling, correspondence, and supplies management.
• Provide front-line support to students, faculty, and staff with registration and academic records inquiries.
• Maintain office systems and databases to ensure efficiency and data integrity.

• Manage incoming and outgoing communications, ensuring timely and accurate responses.

• Support a collaborative and positive work environment within the office.
• Assist with transcript processing, enrollment verifications, graduation applications, and academic calendar updates.
• Monitor and manage the office budget, including purchasing, invoicing, and tracking expenses.
• Coordinate with Finance and other departments for financial reporting and compliance.
• Serve as a liaison for IT system support related to student information systems
• Identify opportunities for process improvements and assist in implementing new systems or upgrades.
• Manage graduation event items, honors, and distinctions for graduating students and special guests.
• Supports the Senior Associate Registrar and University Registrar with office operations while exercising sound judgment, diplomacy, and confidentiality when interacting with students, parents, faculty, staff, and external constituencies

• Assist in supervising and training student workers.

 

Student Academic Record Responsibilities:

• Collaborate with the Registrar’s team to ensure consistent data entry and timely updates in the Student Information System (e.g., Workday, Docfinity).
• Provide clerical and administrative support to the Office of the Registrar, including scanning, filing, data entry, and managing sensitive student documentation.
• Process business processes through our student information system including maintenance and update to student records for personal information, address updates, and student cohorts.
• Maintain and verify demographic information as needed.
• Process course substitutions, waivers, and revisions to anticipated completion dates.
• Process independent study requests, internship requests, course drops, withdrawals, and other various ad hoc requests from departments on campus.
• Maintain academic progress reports, including creating and updating academic programs of study for majors, minors and concentrations.

 

Data Management, Registration and Reporting:

• Assists with maintenance of student academic records; security, accuracy, and preservation of academic credentials in accordance with university policy, accreditation standards, and privacy laws.
• Assists with maintenance of databases and systems for tracking degree progress, student enrollment, and graduation status.
• Provide accurate data to internal and external stakeholders, including accreditation bodies, state agencies, and institutional leadership.
• Assists with Incoming First Year Orientation and Registration
• Assists with Registrar-related activities for Bellarmine Associate’s Degree students
• Work closely with Information Technology Services (ITS) on projects, ticket management processes, and training.

 

 

Development and Compliance:

• Monitor and ensure compliance with university, state, and federal regulations regarding academic records.
• Stay current with changes in higher education laws and policies that impact academic records.
• Provide reports on academic records as requested.
• Participate in implementing innovative products/systems that streamline and improve new and current SIS processes and procedures related to various work areas in office and across campus.
• Participate in professional development opportunities (classes, workshops, conferences, etc.) related to job duties and office needs.
• Collaboration with campus partners to define needs, set priorities, and implement effective administrative practices through systems and business operations;
• Work to streamline, improve and document all new and current SIS processes and procedures related to the functional area
• Represent the organization on meetings if requested and attends University events as required
• Assists with the development and implementation of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the unit.
• Organize and lead staff meetings to address ongoing issues, process improvements, and operational concerns.
• Performs miscellaneous job-related duties as assigned.

Knowledge, Skills and Abilities Required:

• Foster a collaborative environment and ensure staff have the resources needed to effectively perform their roles.
• Strong interpersonal and communication skills, both orally and in writing.
• The ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Troubleshoot technical issues with faculty and staff for a variety of student-related systems; when necessary, coordinate with campus partners and third-party vendors
• Knowledge of the rules, regulations, and laws regarding student records; scheduling and curriculum policies including FERPA regulations.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Ability to identify, prioritize, analyze and provide solutions to problems.
• Ability to use project management skills to see priorities through to completion.
• Ability to maintain confidentiality of records and information.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Ability to foster a cooperative work environment.

Minimum Education and/or Work Experience:

Associate’s degree required, Bachelor’s degree in related field preferred. At least one or more years of related experience in higher education.

Computer Skills

Experience with Student Information Systems - Ellucian Banner and/or Workday (including query writing) preferred

Experience with credentialing and transcript software like Parchment or other related systems.

Experience with DocFinity or other document management software

Advanced Proficiency with MS Office Suite, Internet and email applications.

Experience with ticketing systems

 

Experience with remote meeting products (Zoom, Teams, WebEx, Slack, etc.)

The expected wage range for this position is $21.82-$24.82.

Category:

Academic - Staff

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate. 
 

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Eligible employees may receive health, dental, retirement, paid time off, tuition benefits, and other benefits according to institutional policy. Fairfield University Benefits

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