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Reporting to the Assistant Vice Provost/University Registrar, we are seeking an Associate Registrar (Student Records, Transcripts, Verifications, Graduation, and Degree Audit) provides strategic leadership and operational oversight for university-wide student records administration at Johns Hopkins University , including transcripts, verifications, graduation and degree conferral, degree audit, and related student records functions.
This position serves as a senior subject matter expert and institutional partner, collaborating closely with divisional records offices, academic leadership, student services partners, and technology teams to ensure the integrity, accuracy, security, and effective stewardship of student records and associated systems.
The Associate Registrar (Student Records, Transcripts, Verifications, Graduation, and Degree Audit) will lead operational and systems enhancement initiatives that support a sophisticated, data-informed environment and promote efficient, compliant, and student-centered services across the university. The role is responsible for advancing business process improvements, supporting institutional reporting and strategic decision making, and ensuring alignment with university policy, FERPA regulations, and best practices in higher education administration.
The successful candidate will demonstrate strong leadership, operational expertise, systems acumen, and the ability to foster collaborative relationships across a complex and decentralized academic environment. This role is 100% remote.
Specific Duties and Responsibilities
Leadership and Operational Oversight
Provide leadership and oversight for staff and business analysts responsible for student records, transcripts, verifications, graduation, and degree audit operations.
Serve as a primary institutional resource and subject matter expert regarding student records policies, procedures, regulations, and operational practices.
Ensure student records retention, archival, and destruction practices align with institutional policy, legal requirements, and industry best practices.
Conduct periodic audits across divisions to ensure data accuracy, consistency, and compliance with institutional and regulatory requirements.
Manage complex student records issues and oversee troubleshooting related to automated academic records and associated system transactions.
Collaborate with university partners to ensure the accuracy and integrity of student records data associated with commencement, honors, awards, and degree conferral activities.
Assist with the implementation, configuration, and ongoing maintenance of document management and workflow solutions, including OnBase and related technologies.
Support university-wide improvements to transfer credit articulation processes and related records operations.
Lead initiatives to improve transcript and enrollment verification services through collaboration with divisional stakeholders, University Information Systems, and third-party vendors.
Lead and coordinate university-wide PhD conferral processes, including reconciliation of nonacademic milestones, preparation of Doctor of Philosophy Board materials, and coordination with divisional records offices for final approvals and degree conferral processing.
Provide guidance on university wide degree conferral and graduation-related activities in partnership with divisional records offices and academic leadership.
Partner with academic leadership to ensure the accuracy and maintenance of curricular and program requirements within the university’s degree audit platform.
Oversee transcript and verification processing to ensure timely, accurate, and consistent service delivery across all divisions.
Data, Reporting, and Compliance
Lead reporting and data analysis efforts for the functional area, including generating, validating, and distributing operational and institutional reports.
Partner with registrar leadership and institutional stakeholders to support enrollment and records-related reporting to institutional, governmental, accrediting, and regulatory agencies.
Utilize reporting, analytics, and data visualization tools, such as Microsoft Power BI, to develop dashboards, analyze trends, and support operational reporting and data-informed decision-making.
Collaborate with cross-functional teams to ensure compliance with university policy, FERPA, and applicable federal, state, and accrediting regulations.
Monitor and promote practices that safeguard confidentiality, integrity, and appropriate use of student data.
Systems and Vendor Management
Administer user access and security permissions for systems, including the National Student Clearinghouse and Stellic, conducting periodic audits to ensure appropriate and compliant access controls.
Serve as the primary liaison for student systems vendors and external partners, including National Student Clearinghouse, Stellic, Tassel, Name Coach, Parchment, and Paradigm.
Lead implementation and enhancement projects for systems supporting student records operations and related business processes.
Direct training, communication, and change management activities related to new systems, enhancements, and operational improvements.
Participate in system maintenance, testing, configuration, and implementation activities related to the Student Information System and other enterprise platforms.
Policy, Process Improvement, and Strategic Initiatives
Provide functional leadership in the development and advancement of processes, systems, and reporting solutions that support institutional operations and strategic decision-making.
Evaluate existing operational practices and recommend improvements that enhance efficiency, service quality, compliance, scalability, and student experience.
Interpret and communicate academic policies and administrative procedures to faculty, staff, and university stakeholders.
Lead continuous improvement initiatives focused on student records operations, degree audit, graduation services, and related systems.
Collaborate with technology and functional teams to design and implement innovative solutions that improve operational effectiveness and administrative service delivery.
Training and Documentation
Develop and deliver training programs for systems and operational processes, including National Student Clearinghouse, Stellic, Tassel, Parchment, and related platforms.
Create and maintain documentation, reference materials, knowledge articles, and procedural guides that support operational consistency and effective knowledge sharing.
Additional Responsibilities
Support broader Office of the University Registrar initiatives and special projects, including registration-related activities and divisional events, as assigned.
Contribute to university wide initiatives and cross-functional collaborations that advance institutional priorities, operational excellence, and student success.
Special Knowledge, Skills, and Abilities
Strong knowledge of student records administration, academic operations, and higher education business processes.
Demonstrated ability to analyze complex issues, develop practical solutions, and lead operational improvements.
Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines effectively.
Strong interpersonal, written, and verbal communication skills.
Demonstrated discretion and sound judgment in handling confidential and sensitive information.
Ability to build collaborative relationships and work effectively across academic and administrative units.
Experience with document imaging and workflow solutions, such as OnBase, is strongly preferred.
Knowledge of FERPA and related laws, regulations, and best practices governing student records management.
Commitment to continuous improvement, customer service, operational excellence, and support of the university's mission.
Demonstrated ability to coach, mentor, and develop professional staff, fostering a collaborative, accountable, and service-oriented team environment that supports professional growth and operational excellence.
Demonstrated ability to lead and support degree audit operations within a complex and decentralized university environment, including interpreting and applying ambiguous academic policies, curricular requirements, and institutional guidance while collaborating effectively with diverse academic and administrative stakeholders.
Experience with reporting, analytics, and data visualization tools such as Microsoft Power BI, including the ability to develop dashboards, interpret data trends, and support data-informed decision-making.
Experience working with Microsoft Office applications and collaboration tools such as Word, Excel, Visio, PowerPoint, and Copilot.
Minimum Qualifications
Bachelor's Degree.
Four years of related experience.
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Experience collaborating with cross functional teams and leading operational or process improvement initiatives.
