Job Details

The Registrar Services Support Specialist is a corporate support leader reporting directly to the Registrar Manager and provides centralized, high-quality support to the Registrar Manager and campus registrar teams across multiple locations. This position ensures continuity of registrar operations, delivers responsive technical and procedural assistance, and supports data, training, and compliance-related functions, especially those related to Registrars as keepers of the record. As part of the Registrars Office, this position helps uphold the integrity of student academic records, enforces institutional policies, and delivers exceptional service across the campus network.

Interested in this career growth opportunity?

Support registrar operations across PMI campuses as primary backup for student records and services. Lead training, develop resources, manage reporting, and drive process improvements.

This position is remote; however, the employee must live within 25 miles of a campus or home office.

ESSENTIAL FUNCTIONS:

• Serve as the primary backup for campus Registrars across 17 locations. Maintain seamless continuity for student records and services during staff absences, vacancies, or peak times.
• Maintain knowledge of institutional policies. Identify and develop process improvement recommendations to align with best practices and regulations.
• Serve as the Registrar Managers designee on institutional committees, project implementation teams, and cross-departmental initiatives as needed. Represent the registrar function with professionalism and a strong understanding of policy and operational impact.
• Provide onboarding and training for new registrar hires in person and remotely.
• Develop, implement, and maintain training materials, guides, checklists, videos, presentations, and other resources under the direction of Registrar Manager.
• Run routine and ad hoc reports related to student records, institutional compliance, and KPIs. Spot audit data accuracy, review outcomes, and communicate insights to Registrar Manager and other personnel.
• Respond to and resolve inquiries through the Registrars help desk, providing accurate and timely support for staff and students.
• Conduct research assignments to support policy, compliance, and process improvement initiatives, summarize findings, and make recommendations to the Registrar Manager.
• Deliver high-quality, student-focused customer service that emphasizes accessibility, professionalism, and accuracy across all interactions.
• Manage official transcript and diploma request clearance or distribution via Parchment, ensuring secure, accurate, and timely fulfillment, as needed.
• Assist staff and students with access to academic systems, including resetting log-in credentials and resolving access-related issues, as needed.
• Support the Regulatory department on special projects, including compiling data and performing document retrieval requests during site visits, as needed.
• This role requires occasional travel to other campuses, company events, client meetings, and industry conferences.
• Additional duties may be assigned.

SUPERVISORY DUTIES:

• Provide training and professional development for team members.
• Assign and monitor workloads to ensure efficient operations.
• Foster a collaborative and service-oriented work environment.

CORE COMPETENCIES:

• Attention to Detail
• Compliance & Regulatory Knowledge
• Training & Development
• Data Management & Reporting
• Communication & Collaboration
• Operational & Administrative Support
• Problem Solving & Adaptability

MINIMUM QUALIFICATIONS:

• Associate degree from an accredited higher education institution.

  A minimum of five (5) years in a Registrars Office or academic records management role.

• Strong knowledge of student records policies, FERPA regulations, transcript processing platforms, and student information systems.
• Excellent interpersonal, communication, and problem?solving abilities. Skilled at serving students, staff, and faculty with professionalism and tact.
• Proficiency in Anthology/ Campus Nexus preferred. Proficient in MS Office (especially Excel), Google Suite, and comfortable learning and using student information systems and help?desk platforms.
• Highly organized, detail-oriented, and capable of managing multiple priorities.
• Able to work independently and assume responsibility for assigned tasks with minimal supervision.
• Willing and able to adjust priorities quickly and support various departments and campus needs as required.
• This role requires travel to campuses or corporate offices. Must live within 25 miles of a campus or home office.
• An equivalent combination of education, training, and experience may be considered.

PREFERRED QUALIFICATIONS:

• Bachelors degree in Education, Business Administration, Accounting, or a related field preferred.
• Experience creating training guides or conducting staff training.
• Understanding of accreditation and regulatory requirements related to student records.
• Strong collaborative mindset and experience working across departments and campuses.

REQUIRED LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

• None

COMPENSATION & BENEFITS:

• Hiring Range - Salary - $64,490 to $80,610

Pima Medical Institute provides comprehensive support for your well?being and future, with generous medical and health benefits, 401(k) retirement planning, company shares, tuition reimbursement for continued education, and an employee assistance program designed to support you both professionally and personally.