Assistant Registrar & Commencement Coordinator, Whitworth University, Spokane, WA

Type: Full-Time
Salary: $23.55 – $24.66 Hourly
Posted: 03/07/2025
Category: Registrars

Assistant Registrar & Commencement Coordinator

Whitworth University

Salary: $23.55 – $24.66 Hourly

Job Type: Full-Time Staff

Location: Whitworth University Campus

Department: Registrar’s Office

Closing:

Position Summary

Assistant Registrar & Commencement Coordinator is responsible for managing commencement activities and overseeing all student records processes in a high-visibility, student-centered environment. This role ensures the accuracy and integrity of student records, including demographic updates, enrollment verifications, transcript production, and withdrawal/hiatus processes. Additionally, the position leads customer service efforts related to records management and coordinates registration processes for both Whitworth and non-Whitworth students.

To ensure full consideration, submit your application by March 19, 2025. Applications will be reviewed starting that week and the position will remain open until filled.

Core Responsibilities

Student Services and FERPA | 35%

• Ensure accurate delivery of office information and forms to external and internal constituencies and oversee FERPA compliance
• Evaluate and process all demographic updates for current students, including legal and chosen name changes, duplicate record cleaning, and coordinate updating systems with Institutional Advancement and Information Systems.
• Assist Institution Advancement with evaluating and ending duplicate records, enter source codes, and verify degree information for pre “1991” grad records in Colleague
• Receive, evaluate, and produce all enrollment verifications, degree verifications, and records requests.
• Oversee, in conjunction with the Program Coordinator, the accurate production and release of transcripts and diplomas.
• Serve as administrator for Whitworth’s transcript ordering system and primary contact for the vendor.
• Produce deferment forms in accordance with FERPA guidelines
• Receive, evaluate, and produce enrollment and/or degree verifications in accordance with FERPA guidelines
• Serve as contact person for any questions regarding FERPA in conjunction with the Registrar
• Provide FERPA training for staff, faculty, and students as needed

Commencement | 30%

• Coordinate commencement activities for the university
• Convene commencement committees in planning undergraduate and graduate ceremonies.
• Coordinate tracking of and communication with eligible seniors and graduate students.
• Develop and administer policies, processes, and procedures for commencement and all commencement-related activities and events.
• Create communication plans and materials for all constituencies, including faculty, staff, family, and the community at large.
• Create and generate reports/live Excels for academic departments to aid in the tracking of graduating students.
• Coordinate with external and internal vendors to ensure high-quality production of commencement ceremonies

Withdrawals and Hiatus | 15%

• Maintain withdrawal and hiatus forms and policies for all active students.
• Track and create withdrawal/hiatus reports for staff and administrators along with end-of-term and academic-year reports that support strategic decision-making.
• Report all withdrawals and hiatuses to the National Student Clearinghouse to ensure compliance
• Manage hiatus return communication
• Manage Educational Review Board outcome processing
• Manages the inactive process for all student levels

Registration | 10%

• Manage projects associated with the registration process for non-Whitworth students
• Prepare documents for new non-matriculated student registration and initialize students in the database
• Collaborate with Associate Registrar, Admissions, Academic Affairs, and academic leaders for first-year registration events and processes
• Coordinate and administer the registration of Rockwood at Whitworth students

Additional Responsibilities | 10%

• Hire, schedule, and supervise student employees
• Train student employees on office procedures and policies (FERPA)
• Train student employees on scanner and imaging software for the imaging of student records
• Perform other duties as assigned

Qualifications and Core Competencies

• Bachelors degree. Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them.
• 2-3 years of experience in records management, student services, or a related administrative role, preferably in a higher education environment. Relevant education and experience combinations are welcomed.
• Strong proficiency in data management systems and MS Office Suite (especially Excel).
• Experience with student information systems (e.g., Colleague, Banner) and familiarity with FERPA regulations is highly preferred.
• Demonstrated ability to provide high-quality, student-focused customer service.

Whitworth Values

• A personal commitment to the Christian faith and to the integration of faith and learning.
• Demonstrated growth in cultural competence, awareness of societal and structural inequities, and proven experience in effectively establishing relationships and positive communications with students and other constituents across multiple dimensions of diversity including, but not limited to, race, gender, varying abilities, nationality, sexual orientation, gender identity, class or religious perspectives.
• A commitment to the educational mission of Whitworth University as a comprehensive Christian liberal arts university affiliated with the Presbyterian church.

Core Competencies
Attention to Detail and Accuracy: Demonstrates a strong focus on maintaining accurate records, ensuring data integrity, and following FERPA and other regulatory guidelines. Identifies and corrects errors promptly to support reliable records management.
Organizational and Time Management Skills: Capable of handling multiple responsibilities efficiently, including commencement coordination, record updates, and verification processing. Excels in prioritizing tasks and managing time in a fast-paced environment.
Problem-Solving and Critical Thinking: Able to analyze and resolve issues related to student records, enrollment verifications, and registration processes. Exercises sound judgment in handling sensitive information and addressing complex situations.
Interpersonal and Collaboration Skills: Works effectively with students, faculty, staff, and external vendors to deliver services and coordinate events. Approaches teamwork collaboratively, engaging stakeholders across departments to maintain seamless record-keeping and registration processes.
Adaptability and Initiative: Demonstrates flexibility in responding to shifting requirements, high-demand periods, and unexpected challenges, especially during commencement season. Proactively seeks improvements to enhance efficiency and student satisfaction.

Other Details

Schedule
1.0 FTE | 12 months | 40 hours per week
Whitworth’s office hours are Monday – Friday, 8:00 AM to 4:30 PM

Whitworth University is a Christian liberal arts university. Our shared mission is to provide our diverse students with an education of mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with the university’s mission and integrate their Christian faith into their work.

Interested candidates should submit a cover letter, resume, faith statement, and contact information for at least three professional references. A background check, sexual misconduct check, and confirmation of degrees earned will be required of the successful candidate.

You are on this webpage because a position at Whitworth sparked your curiosity. If you find yourself questioning hitting the apply button because you might not meet 100% of the qualifications, we think you should do it! When you click apply and submit an application, your application is reviewed by a committee of real, living, and breathing human beings who want to understand your background, experience and skills to find ways you relate to the key competencies needed for success in the position.

Looking for resources to help with writing a faith statement? Check out our faith statement resource page for more information.

Whitworth complies with all federal, state, and local nondiscrimination laws that are applicable to religious nonprofit institutions and does not engage in unlawful discrimination on the basis of race, color, national origin, age, sexual orientation, sex, or disability. With our Christ-centered commitment to building a diverse and inclusive community, the university encourages applications from populations underrepresented at Whitworth including members of racial/ethnic communities, women, and persons with disabilities.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.

To apply, please visit https://www.schooljobs.com/careers/whitworth/staff/jobs/4857882/assistant-registrar-commencement-coordinator