Assistant Registrar for Graduate Records

Position Title & Department :

Assistant Registrar for Graduate Records; Registrar

Posting #

5404

Department Description :

The Office of the Registrarsafeguards the integrity of student academic records through careful oversight of student information systems and official records; ensures excellence in university curriculum management performs accurate degree audits in a timely manner and supports student achievement through service endeavors.

Goals :

To ensure excellence in fulfilling its core responsibilities of :

• Maintaining the accuracy and security of student records
• Maintains university curriculum and serves as the central office for the course approval process
• Provides the final degree review of undergraduate and graduate students
• Providing an impartial application of policies governing grading registration and graduation
• Supporting student success

How do we do this

University Description :

The University of San Diego an engaged and contemporary Catholic institution was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972 USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth goodness and beauty. Inspired by this centuries old tradition of Catholic higher education the University welcomes people of all faith traditions and any or no religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.

Detailed Description :

The Assistant Registrar (AR) for Graduate Records provides professional leadership and oversight for all graduate academic record functions at the University of San Diego. The AR oversees this function across all masters degree programs several dual degree programs and doctoral programs offered through the Universitys academic units including the College of Arts and Sciences Knauss School of Business Shiley-Marcos School of Engineering Hahn School of Nursing and Health Science Joan B. Kroc School of Peace Studies and the School of Leadership and Education Sciences. The position also supports online masters programs offered through the Office of Professional and Continuing Education (PCE).

The AR is responsible for administering and disseminating graduate student information; planning reviewing and approving workflow procedures for online business processes; verifying graduate enrollment and student status; and coordinating and participating in commencement preparations and related events. A key responsibility includes completing graduation audits for all petitioned graduate students ordering and verifying diploma accuracy with vendors securing official university signatures and playing a critical role in conferring approximately 1300 graduate degrees addition to managing graduate student records the AR plays a key integrative role within the Registrars Office : collaborating with the undergraduate records area on shared projects policy development and operational initiatives that enhance consistency and efficiency across all academic levels. The AR contributes to office-wide process improvement data integrity and student service enhancements supporting the Universitys commitment to innovation and continuous position also contributes to staff mentoring training and professional development efforts within the department fostering a culture of knowledge sharing and leadership growth. The AR may lead or participate in data analysis and reporting initiatives that inform enrollment management academic planning and strategic decision-making for graduate education.

The AR shares in the responsibility of upholding USDs accreditation academic integrity international reputation and protecting the University from financial impairment or liabilities. This responsibility involves participating in enrollment retention efforts reviewing and maintaining registration records regular coordination and consultation with the Provosts Office Registrar Graduate Admissions Office of Institutional Research and Effectiveness Information Technology Services General Counsel Deans Student Financial Services Financial Aid The Torero Hub Professional and Continuing Education Copley Library staff and all graduate program directors academic advisors and staff on university policies procedures and business the AR is an active member and directly involved in major decision-making and / or policy-recommending on university committees such as Data Integrity GradFest and Commencement which all have a direct impact on graduate student life and many USD departments on campus.

Duties and Responsibilities :

Records Management & Administration

Academic & Administrative Support & Management

Student Services and Support

Departmental Leadership and Collaboration

Information Management

Special Conditions of Employment :

Will be required to work commencement weekends and occasionally other university events that occur outside of regular business hours throughout the year.

Background check : Successful completion of a pre-employment background check.

Degree Verification Requirement : Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications :

Preferred Qualifications :

Performance Expectations- Knowledge Skills andAbilities :

Posting Salary :

$5720-6000 per month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical dental vision a retirement contribution given to you by the University and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD : Human Resources : Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience education and other factors including departmental budget.

Special Application Instructions :

Resume and Cover Letter Required

Click the Apply Now button to complete our online addition please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at

Additional Details :

Hours : 37.5 hours per week

Closing date : November 24 2025

Note : External job postings will be up for at least three days. After that time applications will be reviewed by the hiring manager / committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information visit

Key Skills

IVR,Data Entry,Organizational skills,Clerical Experience,Computer Skills,Ellucian,Process Improvement,Records Management,Office Experience,Peoplesoft,Copywriting,Administrative Experience

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 5720 - 6000