Summary

The Registrar Specialist supports the centralized registration and academic records functions of the Office of the Registrar by accurately processing student records and enrollment transactions and providing responsive service to students, faculty, staff, and other constituents. The position applies University policies and established procedures to maintain the accuracy, integrity, confidentiality, and completeness of student information across the Student Information System and related technologies. Working under the direction of the Senior Registrar Specialist, the Registrar Specialist researches and resolves routine and moderately complex registration and records issues, coordinates documentation, and supports high-volume operational activities throughout the academic cycle. The position also assists with records services, system testing, reporting, and process improvements that promote efficient and compliant Registrar operations.

Essential Functions

1.   Registration Processing

Process and maintain student registration and enrollment transactions in accordance with academic policies, published deadlines, and established Registrar procedures. Activities include course adds, drops and withdrawals; section changes; registration overrides and approved exceptions; enrollment status updates; and related adjustments requiring review of supporting documentation and student eligibility. Review transactions for completeness and accuracy, identify restrictions or data issues that prevent processing, and coordinate with academic and administrative offices to resolve discrepancies. Research and respond to registration questions from students, faculty, and staff, escalating unusual or policy-sensitive matters to the Senior Registrar Coordinator or Registrar leadership as appropriate

2.   Academic Records Maintenance and Data Integrity

Process approved changes to student biographical and academic records, including legal or preferred name updates as applicable, addresses and contact information, academic program, major, minor and concentration changes, advisor assignments, and other authorized record maintenance. Verify required documentation and approvals before updating records and ensure changes are entered consistently across the Student Information System and related systems. Review student records to identify conflicting, incomplete, or inaccurate information; research source documentation; correct authorized data; and refer exceptions for further review. Apply FERPA requirements and institutional standards when accessing, discussing, releasing, or updating education records.
 

3.   Records Services, Verification, and Document Processing

Provide day-to-day support for official records services, including transcript-related inquiries, enrollment and degree verifications, DegreeVerify requests. Maintain appropriate documentation of completed requests and protect confidential information in accordance with FERPA, University policy, and records-retention practices.

4.   Student, Faculty, and Staff Service and Issue Resolution

Serve as a knowledgeable point of contact for Registrar services by responding to telephone, email, in-person, and departmental inquiries regarding registration, academic records, enrollment status, deadlines, forms, and related procedures. Research student-specific situations using the Student Information System, document imaging, and other available resources; explain applicable requirements clearly; and resolve routine and moderately complex issues within established authority. Collaborate with academic departments, advising, admissions, student accounts, financial aid, veterans services, and other University offices to support accurate and timely student service. Recognize matters requiring policy interpretation, exception approval, or elevated access and route them promptly to the appropriate Registrar staff member.

5.   Systems, Reporting, Quality Control, and Operational Support

Support the accuracy and effectiveness of Registrar operations by performing quality-control reviews, monitoring shared work queues and departmental communications, and assisting with recurring registration and records projects throughout the academic cycle. Participate in testing of Student Information System changes, integrations, forms, and third-party technologies by following test scenarios, documenting results, and reporting discrepancies. Assist with routine data validation, operational reports, records cleanup, and special projects assigned by Registrar leadership. Maintain current knowledge of relevant University policies, FERPA requirements, office procedures, and system functionality, and contribute observations and recommendations that improve workflow, consistency, and service delivery.

This position requires a broad working knowledge of registration and academic records processes and the ability to apply University policies and procedures consistently across a variety of student record situations. The Registrar Specialist works with confidential student information and is expected to exercise sound judgment, maintain a high degree of accuracy, and ensure compliance with FERPA and established University policies and procedures.

The position is cross-trained in multiple Registrar functions and must be able to research and resolve routine and moderately complex registration and records issues, identify discrepancies in student records, and determine when matters require escalation to the Senior Registrar Specialist or other Registrar leadership. The position interacts regularly with students, faculty, academic departments, and administrative offices and must provide clear, accurate, and professional guidance regarding registration and records processes.

Because Registrar functions directly affect enrollment, academic history, degree progress, institutional reporting, and student services, accuracy and data integrity are essential. The position must be able to manage multiple priorities and deadlines, particularly during peak periods such as registration, add/drop, grading, and the beginning and end of academic terms. Flexibility and the ability to support other Registrar functions as operational needs arise are essential components of the position.

Qualifications/Requirements:

High School Diploma required. Bachelor's degree preferred.

1-3 years of related experience. Higher Education experience preferred.

Excellent customer service skills required.

Advanced communication skills required.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.