Assistant Registrar for Degree Services - Registrar's Office

Ref. No.
WF250349

Position ID: 200450

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of more than 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.

The Assistant Registrar for Degree Services is a key member of the Office of the Registrar, responsible for supporting the integrity, functionality, and continuous improvement of degree audit, transfer credit, and degree completion processes. This position ensures accurate interpretation and implementation of academic policy within student systems, supporting timely and transparent degree progress for students and advisors.

The Assistant Registrar operates under the direction of the Associate Registrar for Degree Services and contributes to the execution and continuous improvement of operational processes and systems that support degree progress and completion.

This role provides functional expertise in the configuration and maintenance of degree audit systems, transfer credit evaluation processes, and related technologies. The Assistant Registrar collaborates extensively with academic departments, advising units, Information Technology Services, and other campus partners to translate academic requirements into system logic and scalable, student-centered processes.

The position plays a critical role in advancing operational efficiency through the design and implementation of technology-enabled solutions, workflow automation, and system integrations. The incumbent ensures compliance with institutional, SUNY, state, and federal requirements while safeguarding the integrity and security of student academic records.

This position supports, but does not direct, the overall strategy or leadership of Degree Services. The role focuses on implementation, operational execution, and continuous improvement of systems and processes under the guidance of the Associate Registrar.

Primary Responsibilities:

• Degree Audit Management: Assist with configuration, maintenance, and troubleshooting of degree audit systems and degree exceptions, translating academic policies into accurate, reliable system logic for tracking student progress.
• Transfer Credit Oversight: Maintain transfer credit equivalencies, process post-matriculate transfer credit and validate alignment across source documents, student records, and degree audit outcomes.
• Operational Support & Staff Guidance: Provide support to Registrar Office operations through customer service avenues, oversee student staff as needed, and maintain student-facing web content alignment.
• Compliance & Data Security: Ensure confidentiality, accuracy, and security of student records in compliance with FERPA and applicable regulations.
• Cross-Functional Collaboration: Partner with academic departments, advising, and ITS to implement policies and align system functionality with institutional requirements.
• Reporting & Data Analysis: Use reporting tools to monitor degree progress, transfer outcomes, and operational trends to support decision-making and improvements.
• Process Improvement & Systems Design: Identify inefficiencies and implement technology-driven solutions, including automation and integrations, to improve workflows and data integrity.
• Forms, Workflow & Document Management: Develop and manage electronic forms and workflows (e.g., JotForm, OnBase), ensuring compliance with records management and data standards.
• Other Duties: Perform additional responsibilities as assigned.

Functional and Supervisory Relationships:

• Reports to Associate Registrar for Degree Services.
• Supervises the following positions: May indirectly supervise Registrar's Office Student Staff, including Work-Study Students and Student Assistants.

Job Requirements:

• Knowledge of degree audit systems, transfer credit evaluation, and student information systems (e.g., PeopleSoft) supporting academic progress and degree completion.
• Understanding of academic policies and curriculum requirements, with the ability to translate them into system logic and enforceable rules.
• Experience maintaining transfer credit equivalencies (e.g., TES) and ensuring alignment between source documents, posted credit, and audit outcomes.
• Familiarity with workflow automation tools (e.g., JotForm) and document management systems (e.g., OnBase).
• Working knowledge of web content management and alignment between published information, system functionality, and processes.
• Understanding of FERPA and applicable federal, state, and SUNY regulations related to academic records and compliance.
• Proficiency in configuring, programming, and troubleshooting degree audit systems, including exceptions and complex requirements.
• Strong analytical and problem-solving skills to evaluate workflows, identify inefficiencies, and implement technology-driven improvements.
• Ability to design and implement electronic forms and system integrations to streamline processes and improve efficiency.
• Skill in data analysis and reporting to support decision-making and improve operations.
• Strong interpersonal, written, and verbal communication skills; ability to collaborate effectively with academic departments, advising units, and IT partners.
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a high-volume environment.
• Ability to work independently and as part of a team in a dynamic setting.
• Commitment to data integrity, continuous process improvement, and high-quality service delivery.
• Ability to maintain the security, confidentiality, and integrity of student records.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Minimum Qualifications:

• Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Minimum of two (2) years of full-time professional higher education experience, including:
  • Experience working in a fast-paced, service-oriented environment
  • Experience using and adapting administrative systems or technologies to support business processes
  • Experience working with degree audit, transfer credit, academic records, or related Registrar functions.
• Experience collaborating with multiple stake holders (e.g. academic departments, advising units, or cross-functional teams) to implement solutions and achieve shared outcomes.
• Experience using problem-solving approaches to address operational challenges and improve processes.
• Demonstrated experience in at least three (3) core Registrar functional areas, such as:
  • Degree audit and graduation processing
  • Transfer credit evaluation
  • Academic records and registration
  • Transcript and diploma production
  • Enrollment and degree verification
  • Compliance reporting
  • Reporting and data analysis
  • Experience using a Student Information System (e.g., PeopleSoft, Banner).
  • Experience with data analysis, reporting, and reporting tools.

Preferred Qualifications:

• Master's degree in a related field.
• Experience configuring or supporting degree audit systems (e.g., PeopleSoft Academic Advisement, Degree Works, uAchieve).
• Experience with transfer credit systems such as TES.
• Experience with workflow tools, form builders (e.g., JotForm), or document management systems (e.g., OnBase).
• Prior supervisory experience, including training and performance management.
• Experience working in a SUNY or similarly complex higher education environment.

Working Environment:

• Typical office environment
• Telecommuting eligible, must report to campus in-person 50%. Telecommuting scheduling may require amending to meet expectations of the position as defined by the supervisor. Requires supervisor approval, can be revoked and requires ongoing reporting of work completed when not on campus.

Professional Rank and Salary Grade: Assistant College Registrar, SL3, $57,151.

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at [email protected].

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via

Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

Note : After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Returning Applicants - Login to your UAlbany Careers Account to check your completed application.

Preference will be given to applications received by June 10.