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Assistant Registrar I

Dallas, Texas Job ID: 202154
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Reporting directly to the Campus Registrar provides assistance to the Campus Registrar and to the Assistant Registrar II in maintaining the integrity and accuracy of the student’s academic file.  Performs registrar functions such as assisting with required reporting, rules and federal regulations as they relate to academic standards, enrollment and the student academic records and the overall management of the Office of the Registrar.  Coordinates a variety of assignments including the distribution of materials for faculty, staff and students in addition to reviewing, processing and tracking Family Educational Rights and Privacy Act (FERPA) related documentation.  Provides assistance with enforcement and interpretation of University policies, attendance and contribution to various meetings, which may require registrar related services. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: (Every effort has been made to identify the essential functions of this position.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.)

Provides a wide variety of student-centered registrar and support functions for the Campus Registrar and Assistant Registrar II.

To provide excellent customer service to students and to promote the student-centric culture central to the West Coast University mission.

Provides data entry into all systems including but not limited to Campus Nexus (CNS), Transfer Equivalency System (TES), and Customer Relation Management (CRM) system.

To ensure that student records are accurately maintained as determined by regulatory, legal, or institutional policies and procedures.

Assists with the tracking of attendance via reporting and communicates directly with faculty, program deans, chairs, Executive Directors, and other executives who are in violation of West Coast University’s attendance policies.

To ensure that all attendance policies are followed to maintain compliance with State and Federal regulations.

Assists with monitoring final grade submission into Campus Nexus (CNS) in accordance with established policies and procedures.

To ensure that all academic-related policies are followed, especially those that pertain to Satisfactory Academic Progress (SAP)

Assists with various reports including but not limited to Selected Letter Grade Reports, Satisfactory Academic Progress (SAP), Attendance, and Final Grades.

To effectively identify areas of concerns and to follow the established policies and procedures.

Assists with the data entry of the academic class schedule         

To ensure that all academic courses are properly created with accurate data elements (schedule, course hours, attendance rules, etc.)

Assists in evaluating transcripts for potential transfer credit, posting the findings into Campus Nexus (CNS) and the Transfer Equivalency System (TES)

To ensure that students are given appropriate credit for all relevant previous education that meets West Coast University policy.

Maintains confidentiality of all student, associate, and/or university information as required.         

To ensure that all applicable privacy laws (i.e. – Family Educational Rights and Privacy Act of 1974 (FERPA) are followed.

Maintains established department policies, procedures, and attendance in-services and other required meetings.        

To ensure the associate is keeping abreast of all applicable policies, procedures, and best practices intended to foster the student-centricity outlined in the University’s mission.

Adheres to College/University policies and procedures and conducts job responsibilities in accordance with the standards set out in the College/University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and state laws, and applicable professional standards.

Maintains regular and timely attendance, reports to work as scheduled and as required to meet the needs of the College/University and assures time worked and/or time-off is recorded properly.

Exercises care, proper use and maintenance of department equipment and supplies, identifies unsafe conditions and makes appropriate adjustments.

Maintains order, cleanliness and safety at work.

Performs other duties as assigned.


Bachelor’s Degree in one of the following or related field required.

  • Higher Education
  • Educational Administration
  • Business Administration




Requires basic knowledge of standards and processes within a narrow scope of work. Typically requires minimum of 3 years of experience. May require vocational or technical education in addition to prior work experience.

Experience with Campus Nexus (CNS)

Knowledge of regulations such as FERPA

Experience with MS Office suite


(Every effort has been made to identify the essential skills/qualifications of this position.  However, it in no way states or implies that these are the only skills/qualifications you will be required to perform.  The omission of specific statements of skills/qualifications does not exclude them from the position if the work is similar, related, or is an essential skill/qualification of the position.)

Ability to interpret and apply administrative and departmental rules, policies, and procedures.

Ability to compose correspondence independently.

Ability to compile and maintain complex and extensive records and files for a department.

Ability to represent the department using good judgment, poise, tact, and diplomacy.

Ability to multi-task and prioritize; demonstrate excellent organizational skills; follow through and attention to detail.

Ability to work independently with individuals at all levels of the organization.

Ability to exercise good customer service skills.

Ability to work effectively in a highly ethnic and culturally diverse student and associate community.

Ability to demonstrate professional written and verbal communication and interpersonal skills.

Ability to self-direct, self-pace, multi-task and function well under pressure of deadlines and conflicting priorities.

Ability to maintain confidentiality of all associate, student and administrative information.

Ability to establish and maintain professional effective working relationships with diverse groups and individuals.

Willingness to work a flexible schedule.

Ability to exercise good judgment.




For over 100 years, West Coast University has been educating and preparing students for professional careers across our six campuses located in Southern California, Dallas, Miami, and Online. As part of our unique student-centric approach to advanced healthcare education you will be empowering future healthcare professionals. At West Coast University our students are Ahead of the Curve. Our Mission is to embrace a student-centric learning partnership that leads to professional success. We deliver transformational education within a culture of integrity and personal accountability.

Our benefited faculty and associates are offered a comprehensive benefit package including:

  • Health & Wellness
  • Financial & Retirement
  • Family & Parenting
  • Vacation & Time Off
  • Perks & Discount
  • Professional Development

West Coast University is proud to be an equal opportunity employer, and we seek candidates who desire to work in and serve an ethnically-diverse population.

Primary Location: Dallas, Texas Campus: WCU Dallas Function: Support

My colleagues and coworkers are sincerely passionate about student success and have a strong team spirit. Our fundamental goal is to improve the quality in our education and service. WCU rewards people with strong team-spirit, a great vision, dedicated commitment, and a high ethical standard.


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