Registrar Assistant

Description

Position Title: Registrar Assistant

Department/Unit: Academic Affairs

Classification: Assistant III

Status (exempt/non-exempt): non-exempt

Hourly compensation: $19.28 Per hour - $20.06 Per Hour

Reports to: Registrar

Percentage: 50% (Flexible Schedule - 20 Hours per week - Benefit Eligible)

Annual/Academic year: Annual

Location: Central County Campus – Newport, OR

Telework Status:

Regular telework is not a feature of this position. At the Supervisor's discretion, exemptions may be made for special projects or responsibilities requiring periodically needed focus time.

Benefits and Insurances

• Employer premium support for Medical, Dental and Vision Insurance
• Optional employee paid insurance - life, AD&D, Short Term Disability
• Paid time off – vacation, personal hours, sick
• Paid holidays
• Oregon PERS retirement
• Tuition waivers

This Position posting closes on 05.22.2026

An Application is complete when the following have been uploaded:

• A Resume
• A Cover Letter

In support of our mission, all OCCC employees demonstrate commitment to: 

• Participation in cross-functional collaboration across the College.
• Continuous improvement.
• Understanding that student success is at the center of every staff position at the College.
• Having an entrepreneurial mindset and propensity to “see what is possible.”
• Exhibit collegiality and respect for everyone.
• Being excited about and committed to advancing OCCC’s future: continued independent accreditation, growth and a great place to work.

Position Summary

Under the direction of the Registrar, the Registrar Assistant supports the administration and maintenance of academic records and enrollment services. This role ensures the accuracy, integrity, and confidentiality of student records. The Assistant Registrar assists with academic policy implementation, compliance reporting, and system administration.

Duties and Responsibilities

Academic Records and Data Management

• Perform transcript evaluations and enter transfer and Credit for Prior Learning (CPL) credits into the student information system.
• Process and fulfill official transcript orders
• Enter grades, attendance, and academic history accurately and in compliance with institutional timelines.
• Scan, upload, and maintain official transcripts and student records.
• Navigate student information systems and online learning platforms to ensure accuracy and completeness of records.

Registration and Enrollment Processing

• Register and drop students from courses and process enrollment changes, including change-of-major requests.
• Process student re-entry requests and related documentation.
• Support term setup and course scheduling functions within the student information system.
• Provide enrollment verification and routine enrollment support services.
• Serve as backup support for Registrar’s Office functions as assigned.
• Manage Senior Audit waiver requests and registrations

Graduation, Credentials, and Commencement Support

• Evaluate student records to determine completion of graduation requirements.
• Conduct and track degree audits
• Assist with graduation processing, eligibility verification, and degree conferral activities.
• Organize and submit diploma orders for printing and distribution.
• Assist with commencement planning and coordination.

Office Operations, Reporting, and Policy Support

• Assist with federal, state, and institutional reporting requirements related to enrollment and academic records.
• Support academic catalog review and updates by applying approved curriculum and policy changes.
• Contribute to process improvements, documentation, and workflow efficiency within the Registrar’s Office.
• Respond to student, faculty, and staff inquiries regarding records, registration, and graduation procedures.

Miscellaneous

• Participates in training, in-services and professional development 
• Supports student success through participation in college committee work, Welcome Week, OCCC Cares, Commencement and/or related activities.
• Performs other duties, as assigned, that support the College’s mission.

The list of essential functions is intended to be representative of the tasks performed by this position. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Supervisory Responsibility

This position does not have any supervisory responsibility but may lead the work of Student, Volunteer, and/or Temporary Staff assigned to the area.

Leading Work includes:

• Train and orient new hires in position tasks.
• Provide instructions on work tasks.
• Offer guidance, encouragement, and answer questions to ensure work tasks are completed efficiently.

Requirements

Qualifications

Minimum Qualifications

• Associates Degree from an accredited college or university

OR 

• 2 years of experience in an administrative or records management role.
• Experience working with electronic data bases

Preferred Qualifications

• Experience in higher education
• Experience in enrollment services, or student services
• Experience handling confidential or sensitive information
• Bilingual – Spanish

Knowledge, Skills, and Abilities Qualifications

• Knowledge of academic records, registration processes, and/or graduation requirements in an educational setting. 
• Ability to accurately enter, review, and maintain detailed records with a high level of accuracy. 
• Ability to interpret and apply policies, procedures, and established guidelines. 
• Proficiency with standard office software (e.g., word processing, spreadsheets, shared databases). 
• Strong organizational skills and ability to manage multiple tasks within deadlines. 
• Effective written and verbal communication skills. 
• Ability to provide courteous and professional customer service. 
• Ability to work independently while following established procedures. 
• Ability to maintain confidentiality and comply with FERPA and other applicable privacy regulations.

Working Environment & Physical Requirements

While performing the duties of this job, the employee is required to: 

• Sit, see and talk or hear. 
• Have mobility to move between offices, classrooms, and floors.
• Use hands to finger, handle or operate computers, objects, tools or controls.
• Reach with hands and arms. 
• Occasionally bend, stoop, and pull.
• Occasionally lift and/or move up to 25 pounds and have the ability to carry equipment and tools of moderate weight, using arms and hands. 
• Have vision and hearing abilities required by this job include close vision and the ability to adjust focus, and complete and maintain various types of records. 
• Hear the conversational voice and effectively communicate responses. 
• Work in an office environment with potential for interruptions and background noise.

Assignment will include presence at all primary OCCC locations and may include evening and weekend work. Travel between College sites and other locations will be required. Occasional travel and overnight stays outside of Lincoln County may be required for training and other purposes.

The use of tobacco and smoke-emitting materials and devices including electronic cigarettes, is prohibited on all College Property, including OCCC’s building exteriors and parking lots.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We strive to recruit, develop, and retain the most talented people from a diverse candidate pool, and we encourage applications from persons with varied backgrounds and perspectives.

In support of Oregon Veterans Preference in Public Employment, we encourage veterans and veterans with disabilities to explore employment opportunities at Oregon Coast Community College.

All positions at Oregon Coast Community College are required to be available for work onsite as requested by the college. 

Employees must maintain Oregon residency as a condition of employment.

Federal law prohibits the College from employing an individual who has not provided documentation for verification by the third day of employment.

Contact Human Resources if you need assistance and/or an accommodation to aid your participation in our hiring process, contact Human Resources at 541-867-8515.

• Notice of Affirmative Action Policy- It is the policy of Oregon Coast Community College not to discriminate on the basis of race, color, sex, sexual orientation, gender identity,  marital status, religion, national origin, age, disability, veteran status, or family relationship (ORS 659.340), in admission and access to, or treatment in, employment, educational programs, or activity as required by Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, Americans with Disabilities Act, the Civil Rights Act of 1991, and their implementing regulations.