Assistant Registrar

Description

Title: Assistant Registrar

Position Number: 0079982

Hiring Unit: Hawaii Community College

Location: Hilo

Date Posted: October 13, 2026

Closing Date: October 28, 2026

Band: B

Salary: salary schedules and placement information

Monthly Type: 11 Month

Full Time/Part Time: Full Time

Temporary/Permanent: Permanent

Other Conditions:

General funded position. Appointment may begin approximately January 2027, pending availability of funds and actual staffing requirements.

Duties and Responsibilities:

• Assists in ensuring Admissions, Records, and Enrollment Services operations comply with UH System, College, State of Hawaii, federal, and other applicable policies, procedures, rules, and regulations related to admissions, registration, enrollment, student records, and related services.

• Supervises day-to-day office operations, coordinates workflow priorities, and supports staff and student assistants to ensure accurate, timely, efficient, compliant, and student-centered service delivery.

• Develops and provides training for Admissions, Records, and Enrollment Services staff, including Palamanui campus staff as applicable, and provides guidance to campus personnel on related policies and procedures, including FERPA, registration, enrollment, student records, degree conferral, and Veterans Administration benefits.

• Prepares, reviews, updates, and disseminates communications, catalog content, website information, forms, instructions, student notices, and other materials related to admissions, registration, enrollment services, student educational records, graduation, degree conferral, and veterans benefits.

• Assists the Registrar with unit assessment, data reporting, service improvement, workflow analysis, and implementation of strategies that support access, enrollment, persistence, completion, compliance, and student success.

• Coordinates and supports admissions processing, application review, student onboarding, enrollment intake, registration support, enrollment verification, records maintenance, and related services.

• Assists with End-of-Term processing, National Student Clearinghouse reporting, grade changes, academic record corrections, enrollment status updates, participation verification, and the creation, maintenance, security, disclosure, and correction of student educational records.

• Assists with graduation and academic record processes, including degree audits, degree conferral, diploma and certificate processing, commencement support, transfer credit, course substitutions, waivers, transcript disputes, academic forgiveness requests, and approved program changes.

• Maintains functional knowledge of Banner or the current student information system and participates in system testing, upgrades, patches, enhancements, data validation, troubleshooting, security coordination, and process improvements affecting Admissions, Records, and Enrollment Services.

• Monitors registration error logs and coordinates with Counseling, Advising, Student Support, academic departments, UH System offices, and other campus partners to troubleshoot and resolve registration, enrollment, degree audit, and student record issues.

• Reviews, researches, and assists in resolving student appeals, disputes, complaints, and exceptions related to admissions, residency, registration, payment deadlines, enrollment status, student records, participation verification, and related matters within delegated authority.

• Assists with residency, FERPA, international student, and veterans benefit processes as assigned, including documentation review, student communication, enrollment monitoring, reporting, compliance, and related records maintenance.

• Coordinates with campus, UH System, high school, community, and external partners to support admissions, enrollment management, student records, compliance, accurate reporting, persistence, completion, and student success.

• Represents Admissions, Records, and Enrollment Services on campus, institutional, UH System, and community committees related to admissions, enrollment management, records, registration, graduation, residency, FERPA, Banner, compliance, academic policy, commencement, and student success, as assigned.

• Work hours may include evenings, weekends, holidays, and extended hours during peak admissions, registration, enrollment, graduation, End-of-Term processing, commencement, participation verification, Banner testing/system implementation periods, or when necessary.

• Perform other related duties as assigned.

Minimum Qualifications:

• Possession of a baccalaureate degree in Business Administration, Education, Counseling, Social Sciences, Humanities, Liberal Studies, or a related field and 3 year(s) of progressively responsible professional experience with responsibilities for student services functions; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

• Considerable working knowledge of principles, practices and techniques in the area of student services operations as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with student services operations within a higher education setting.

• Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.

• Demonstrated ability to operate a personal computer and apply word processing software.

• For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Desirable Qualification:

• Knowledge of University of Hawaii policies and regulations as applied to student affairs, admissions, registration, and student records.

• Knowledge and experience with computerized student information systems.

• Knowledge of policies and regulations of higher education or post-secondary institutions as applied to student recruitment, admissions, registration, enrollment services, and student records.

• Knowledge of FERPA and other regulations related to the maintenance, protection, and disclosure of student educational records.

• Knowledge of Veteran’s Administration benefits, international student admissions requirements, or related compliance areas.

• Knowledge of the principles and practices of modern office management.

• Experience with degree audit systems, registration systems, student records systems, or related student information systems.

• Demonstrated skill in providing effective customer service.

• Demonstrated commitment and/or experience supporting the success of students.

Application Submission: (REDACT social security number and date of birth on all uploaded documents).

• Cover letter outlining how you meet minimum and desirable qualifications;

• Names and contact information of three (3) professional references;

• Resume.

• A Copy of your academic transcript(s) appropriate to the position MUST be attached in order to verify all courses completed and/or degree conferred (unofficial transcripts are acceptable; copies of diplomas will NOT be accepted).

• If transcript(s) are not provided, the candidate’s degree(s) or coursework will not be considered.

• Official transcripts are required at the time of hire.

• Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA will be required before date of hire. Expense of the evaluation shall be borne by the applicant;

NOTE:

• All minimum qualifications must be met by the closing date.
• Letters of recommendation are welcome.
• The application will be considered incomplete if material is unreadable, or required documents are not submitted by the closing date. Incomplete applications will not be considered.
• All documents/information submitted become the property of Hawaii Community College and will not be returned.
• If multiple applications are submitted, only the last application received will be considered.
• If you have not applied for a position before using NEOGOV, you will need to create an account

Inquiries: 808-934-2525

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/