Associate Registrar

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Office of the Registrar models the highest standards in providing exemplary service to the Institute community and constituents, while ensuring accuracy, integrity, and confidentiality of academic records. The Office of the Registrar provides email, phone, and walk-in service Monday through Friday, 9:00am-noon and 1:00pm-5:00pm.

The Associate Registrar assists the Registrar in the management of all student records and processing operations and acts on their behalf in their absence. They will collaborate with various departments on ensuring support of their needs as well as the needs of the students.

The Associate Registrar will support the integrity of curriculum by enforcing course and program requirements and all associated policies and deadlines.

Essential Job Duties

• Oversees and coordinates management, modification, testing and /or refinement of the student systems Exeter (student database) and REGIS (student, faculty and staff portal).
• Oversees and monitors online registration process.
• Oversees term setup and course schedule.
• Maintains the degree audit system for undergraduate students and Graduate Degree Progress (GDP) for graduate students.
• Determine processes in the student database, and portal, that should be implemented or updated, work with IMSS (Information Management Systems & Services) to implement changes.
• Oversees grade reminder emails for midterm and end-of-term.
• Distributes midterm deficiency (warning) reports and First-Year progress reports each term.
• Assist in answering academic questions for Institute constituents.
• Assist in the preparation of the end of term processes.
• Assist with evaluating and entering overrides for degree requirements including course substitutions and waivers for both undergraduate and graduate students.
• Assist with Commencement activities.
• Provide analytical data for constituents as needed.
• Serve as a campus resource on academic policies and degree requirements.
• Performs other duties as assigned.

Basic Qualifications

• Master’s degree required and 3-5 years of directly relevant experience and progressive responsibility, preferably in a registrar’s office.
• Experience managing and/or updating the setup of a student information database.
• Experience creating queries in a query tool such as SQL Developer.
• Excellent facility in using Microsoft Office Suite, including Word and Excel, and ability to use related office equipment.
• Ability to handle sensitive information and maintain confidentiality.
• Working knowledge of FERPA.
• Ability to communicate and effectively interact with people, both individually and as part of a team, and respond effectively to sensitive inquiries or complaints.
• Ability to think creatively, act strategically, deal with ambiguity and manage innovation.
•  Success managing multiple priorities under tight deadlines, establishing goals and priorities, and demonstrating personal initiative working without close supervision.
• Professional written and oral communication skills. Ability to effectively present information to a wide range of constituents.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Required Documents

• Resume