Associate Registrar

Work Schedule

Monday – Friday, standard business hours with occasional evening and/or weekend and on campus hours, as needed

Position Overview

Founded in 1981 by a group of visionary social workers, the Institute for Clinical Social Work (ICSW) provides students with a psychodynamic graduate education that values social justice, diversity, and compassionate practice. The mission of the Institute for Clinical Social Work, an institution of higher education, is to prepare scholars and practitioners to advance the knowledge and quality of practice in the fields of clinical social work and counseling and to serve diverse communities through professional and academic contributions.

The Associate Registrar is responsible for the management of the Office of the Registrar, which includes student and faculty records, registration, and daily operations, and additionally provides related support to Enrollment Management and Financial Services. This position reports to the Executive Director for Academic Affairs.

Vision for Role

The Associate Registrar serves as a collaborative and student-centered leader within Academic Affairs, integrating the work of Academic Affairs, Enrollment Management, and Financial Services to support the full student lifecycle—from admission through graduation and beyond.

Grounded in ICSW’s psychodynamic tradition and culture of care, this role fosters integrity and accountability in all students’ educational journeys.

Through oversight of academic records, regulatory compliance, and enrollment processes, the Associate Registrar advances student success by providing accurate, responsive, and relationship-based service to all community members. Acting as both operational strategist and student success advocate, the Associate Registrar ensures that policies, systems, and communications are aligned, transparent, and supportive of students.

Key Position Responsibilities

Duties/essential responsibilities include:

Registrar Functions

• Provide high-resolution, individualized and supportive service to students, alumni, and faculty regarding the Office of the Registrar, maintaining institutional standards for prompt response times
• Complete graduate checklists, verify degree completions and manage diplomas
• Responsible for organizing and fulfilling Office of the Registrar community member requests and forms including, but not limited to, enrollment and status changes, education verifications, grade changes, transcripts, and transfer credit requests
• Responsible for FERPA compliance
• Responsible for submission of monthly NSLDS enrollment reporting, responding to Solomon Act Requests, and other data production as requested
• Enroll new students in Blackbaud (LMS); create user accounts, process graduations, leaves of absence and course withdrawals in Blackbaud
• Provide enrollment reports to the Director of Finance
• Complete course creation, scheduling and registration each term in Blackbaud
• Responsible for Academic Catalog
• Monitor and follow up with students with pending “incomplete” grades, expiring LOAs
• Collect and maintain incoming student paperwork, documentation
• Verify posted grades, send grading reminders to faculty
• Provide data for external reports as requested by Executive Director
• Accreditation team member, providing data and support as requested Enrollment Management / Financial Services Functions
• Serve as VA School Certifying Official; responsible for the certification process, annual reporting, and site visits, while acting as a proactive advocate to ensure a seamless transition for veteran students
• Provide enrollment, closeout and demographic reporting, and Return to Title IV Fund Forms to financial aid partners, FA Solutions; assist with completion of annual FA workbook and other requests
• Serve as primary liaison with Enrollment Management and assist Enrollment Management as requested
• Manage the comprehensive onboarding experience for matriculating students; ensuring a high-touch hand-off from admissions through the initial enrollment process, including set up of student accounts and resources, and advisor coordination; ensure prompt administrative processes support continued student momentum
• Coordinate with the Director of Finance and Operations to ensure financial aid oversight and advocacy
• Other responsibilities as assigned and as needed

MINIMUM QUALIFICATIONS:

Bachelor’s degree from an accredited institution

Preferred Qualifications and Knowledge

• Master’s degree from an accredited institution
• Higher Education experience in academic affairs administration and/or registrar with a comprehensive knowledge of academic policies and procedures
• Comprehensive knowledge of student records management experience (e.g. grade submission, attendance tracking, academic progress, transcript request, graduation process)
• Experience working with diverse stakeholders within a higher education organization

Skills

• Proficient in Microsoft Office Suite and Student Information Systems (SIS)
• Strong organizational skills, attention to detail, and effective time management
• Able to work independently and collaboratively across departments
• Excellent communication, interpersonal, and customer service skills
• Strong critical thinking, problem‑solving, and decision‑making abilities
• Proactive project coordination and follow‑through
• Skilled in handling sensitive and confidential information with sound administrative judgment

Website: www.icsw.edu

Please send Cover Letter, Resume and Reference Contacts to:

humanresources@icsw.edu