At Wellesley, our mission is to deliver an outstanding liberal arts education

to women who will make a difference in the world. Our collaborative

community, comprising of faculty, students, staff, and alumnae, is guided by

our shared commitment to educational excellence. Join us in this transformative journey!

When applying for the position, please ensure a thorough review of the job
details. If you are an internal employee, kindly utilize the internal portal on
Workday for your application. Prepare a comprehensive resume/cv and cover
letter for upload. Acceptable formats for these documents are either PDF
(.pdf) or Word (.doc).

Job Posting Title

Assistant Registrar

Job Description Summary

Administrative Exempt

Job Description

The Assistant Registrar position is assigned specific primary functional responsibilities and serves as a backup resource for other specific functional areas. This position is primarily responsible for managing the degree audit process for degree candidates, coordinating the approval of major and minor completion with academic department chairs, managing the academic progress reporting for all degree-seeking students and diploma services. The Assistant Registrar manages specific components of the registration process (for example, cross-registration with Babson, Olin and Brandeis) and specific components of the self-scheduled exams (at Wellesley faculty members can opt to offer self-scheduled exams as an option whereby a student can choose when to schedule and take their exam rather than predefined times for final exams) each fall and spring.

The Assistant Registrar participates in process change initiatives and serves as functional lead in projects. Assesses operational outcomes and makes practical recommendations for process improvements. Delivers customer service for assigned periods on a weekly basis. Develops and maintains detailed knowledge of the department's constituent service functions. Effective in explaining specific process details to constituents, answering questions and applying department procedures and academic policy to individual situations.

Primary Position Responsibilities:

Oversight of assigned functional processes within the office. Ensures that transactional work is accomplished in an accurate and timely manner (at times by other professional and student staff members that are not directly supervised by this position) and that quality assurance steps are completed at appropriate points in the process. Reviews and monitors information at regular intervals and ensures that accurate and timely information is available for both functional operations and management reporting needs. Serves as subject-matter expert to colleagues within the department and across departments.
Develops expertise in the administrative software applications used within the department. Develops and maintains documentation for one’s own use and also by any member of the department who is assigned to provide supplemental and backup support; Manages operations calendar dates for functional areas of responsibility and works with others to ensure that processes are well-coordinated within the department and across departments.
Works closely with the Registrar, Associate Registrar, LTS technical staff and others to define and implement service delivery improvements, often through implementation of technological changes and solutions.
Participates and contributes to departmental projects and initiatives; Serves as functional lead in projects when appropriate; May lead projects of limited scale and scope.
Delivers service to constituents (including students, faculty, staff, alumnae and the general public) both one-on-one and in group settings in alignment with the department’s service delivery model;
Handles specific service requests as a subject-matter expertise as needed.
Provides service as ‘staff member of the day’ - responding to general inquiries independently and assigning inquiries to the office’s subject-matter expert as needed.
Oversees student employees on specific projects; Acts as a resource to student employees.
Formulates and delivers effective group information sessions to constituents to introduce new services and ensure that constituents can take best advantage of Registrar’s Office academic support services to the community.

Performance Profile:

Monitors and manages information and ensures that high quality information is maintained and continuously available to support operations, planning and reporting functions.
Demonstrates increasing levels of mastery and competence in administrative information systems used within the department through formal training and independent, self-scheduled learning. Demonstrates ability to use technology to increase personal and departmental accuracy, efficiency and effectiveness.
Demonstrates understanding of continuous process improvement concepts and applies these strategically in areas of functional responsibility. Makes actionable proposals for process changes to improve accuracy, efficiency and effectiveness of department processes; Skilled in communicating needs to technical staff; Develops and executes comprehensive test plans.
Maintains accurate and current documentation on administrative operations of the department; performs functional responsibilities according to department standards for accuracy, timeliness and completeness and in accordance with department and college policies.
Develops and delivers high-quality training and informational programming which are responsive to the current needs of department staff and constituents in other departments; Effective in spoken and written communication and in public speaking.
Maintains project task lists and timelines; is accountable for delivering assigned project-based work on-time and on-budget; regularly reports progress (formally and informally) to project team and to the Associate Registrar and Registrar as appropriate

Basic Qualifications:

Education Required:

Bachelor’s degree is required.

Experience Required:

1-2 years of relevant work experience, preferably within higher education or non-profit setting. Demonstrated success with project management and process improvement initiatives.
Effective both as an individual contributor and as a team member within the department.

Skills and Abilities:

Excellent critical thinking skills and demonstrated ability to trouble-shoot issues on one’s own and in coordination with others.
Excellent customer service skills.
Excellent written and oral communication skills.
Ability to communicate technical information to a non-technical audience and to give effective group presentations.
Excellent time management skills.
Project management skills including ability to develop project task lists and timelines, monitor progress against plan, run effective meetings and escalate issues to manager, project lead and others as appropriate.
Ability to influence people and processes that are not directly supervised by this position.
Ability to continuously acquire new technical skills that contribute to the automation initiatives and service improvement goals of the department.
Ability to monitor and manage complex and detailed processes and information, continuously scanning to ensure timely delivery of service and that high-quality information is maintained and available for operations and management reporting; successfully escalates issues as needed to meet schedules and budgets.
Conducts oneself with integrity in all matters; maintains privacy in accord with FERPA and college policies; work complies with all applicable college, state and federal laws and regulations. Ensures these are incorporated appropriately in all transactions (written and oral).

This is a full-time, two-year fixed-term administrative staff appointment, working 35 hours per week. The position is eligible for remote work two days per week after the 90-day probationary period. Please note that there are specific weeks during the year when working from home is not permitted due to peak operations in the Registrar's Office. For this academic year, these periods include: the first two weeks of the fall and spring semesters, the fall and spring exam periods, the week of Commencement, and approximately eight days during the academic year when we are conducting initial registration.

Company Description

Wellesley’s mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community—faculty, students, staff, and alumnae.

Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you'll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.

Competitive Compensation: Experience competitive wages ensuring your dedication is recognized and rewarded.
Exceptional Benefits Package: Access a comprehensive benefits package, including health, dental, vision and pre-tax saving benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.
Commuting and Transportation: Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail.
Paid Time Off: Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.
Retirement Savings: Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees
Work/Life and Wellness: A hybrid work environment for select positions (additional details will be provided during the interview process), caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, free onsite and virtual fitness classes and access to cultural and leisure activities throughout metro-Boston.
Professional Development: Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.
Tuition and Education Benefits: Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.
Campus Privileges: Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community.

Apply today and take your first step toward a rewarding career with Wellesley College – where your unique strengths and success are celebrated as part of our shared commitment to inclusivity!

Worker Sub-Type

Fixed Term (Fixed Term)

Time Type

Full time

EEO Statement

At Wellesley, we embrace and honor difference and diversity. We believe the best ideas—the best solutions—draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members of the Wellesley community have an equal opportunity to flourish.

Wellesley College is an Equal Opportunity Employer and prohibits discrimination against qualified individuals in hiring and advancement based on any legally protected status. Candidates who believe they can contribute to the College community are encouraged to apply.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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