Title: Assistant Registrar

State Role Title: 

Hiring Range: $60,000

Pay Band: UG

Agency: Virginia Military Institute

Location: VMI HUMAN RESOURCES OFFICE

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

The Assistant Registrar supports the departmental objective of providing timely and precise college record information and exceptional customer service to cadets, faculty, staff, and all contingencies of the VMI community. This is an administrative professional position that requires wearing the VMI-issued uniform. However, prior military service is not required.

The Assistant Registrar will track, coordinate, and integrate curriculum changes, assuring that degree audits are well defined. Coordinate and develop Colleague coding for use by advisers and cadets in support of academic advising requirements. Will be responsible for coordinating, maintaining, and publishing the VMI Academic Catalogue. Will track and maintain communication with 10-credit rule cadets, readmitted cadets, coordinate approval of transfer credit approval forms, receipt of related official transcripts, and posting transfer credit to the cadet record.

The Assistant Registrar will work directly with the Office of Information Technology in the development of subroutines in support of customized programming requirements supporting curriculum and other academic department directives. Will process ad hoc data reports related to departmental processes through reporting software and utilize other related database software. Will work closely with the Miller Academic Center in support of academic advising and readmission processing.

The Assistant Registrar will coordinate all graduation support functions, including degree requirement tracking, certification of degree requirements, serve as liaison to department heads and advisers regarding degree requirements, diploma ordering, and ceremony preparation, including but not limited to the graduation script book. Will provide support to the Dean’s Office and other VMI administrative and academic departments and provide interpretation and enforcement of VMI policies and procedures to cadets, faculty, staff, and the VMI community.

The Assistant Registrar will provide feedback and recommendations regarding overall operations, cross-training, documentation, and instituting new policies and procedures in support of the Registrar’s Office and institute objectives. Be assigned to academic committees and will serve as backup to the Registrar in the event of absence. Will provide support in the following areas, but not limited to summer session programs, registration, degree audit tracking, commencement, matriculation, academic schedules, major changes, course substitutions, advanced placement credit processing, dual enrollment credit processing, language placement credit processing, academic waiver processing, National Student Clearinghouse reporting, and domicile changes.

Minimum Qualifications

•Bachelor’s degree or extensive experience working in a higher education environment.
• Experience working in a fast-paced office environment with strong time-management abilities.
• Excellent customer service and communication skills (oral, written, and listening). •Professional phone and email etiquette are essential.
• A welcoming demeanor, patience, and a problem-solving mindset.
• The candidate must be proficient in working with database software and Microsoft Office, with emphasis on Excel.

Additional Considerations

• Experience working in a Registrar’s Office.
• Experience working in Ellucian Colleague, Entrinsik Informer, and 25Live

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Michelle Murphy

Phone: (540) 464-7192

Email: murphymm115@vmi.edu

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.