Job Title: Assistant Registrar - Data Specialist
Location: Indianapolis Campus
Job Type: Full-time
Classification: E-1
Salary Range: $48,000 - $50,000/annually (based on experience)
Reports To: Registrar
Who We Are:
Ivy Tech is Indiana’s community college and workforce engine, delivering: high-quality learning experiences that propel Indiana’s communities, measurable economic return, excellence in teaching, and industry-aligned credentials of value, empowering every learner to achieve lifelong success.
Our Values:
• Empathy: We lead with care and connectivity, ensuring we meet our students where they are.
• Integrity: We act responsibly and ethically in the best interest of our students, employees, partners, institution, and the State.
• Agility: We move with purpose and adapt to the evolving needs of our students, employers, and the State.
• Impact: We exist to change lives through quality education. Our work strengthens individuals, families, communities, and the future of Indiana.
About the Role:
This position is responsible for overseeing the processing functions of the office. In addition, this position oversees those employees directly involved with processing. This position interacts positively with potential and current students and other customers from within and outside the College. This position is responsible for composing, preparing, analyzing, and editing reports, correspondence, and material of both a general and confidential nature as needed by the college. In addition, this position is also expected to support outlying Central Indiana Region sites express enrollment needs.
***RESUME AND COVER LETTER REQUIRED FOR CONSIDERATION***
Key Responsibilities:
The following is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.
- Customer Service
- Provide strong customer service and/or student advocacy as demonstrated through a positive attitude of approachability, adaptability, strong problem solving and desire to identify and support student success.
- Act as a liaison to staff/faculty/administration outside of the Office of the Registrar.
- Engage in behaviors that create an inclusive environment in which all people are valued and supported.
- Does not stop with the first or the easiest answer to a customer, but gets to the root cause of the problem, question, or issue to solve it quickly and professionally as possible.
- Administrative
- Supervise the processing team and all processing functions.
- Train staff (new and continuing) on Banner tasks.
- Utilize knowledge of accepted policies and practices in higher education relating to processing functions.
- Possess knowledge of accreditation requirements and policies concerning accreditation and transfer work.
- Conduct registration, change of enrollment/information and other student related enrollment activities to cover front line during busy periods.
- Maintain regular contact with School and Program Chairs concerning course equivalencies.
- Determine daily priorities and anticipated workload.
- Respond to inquiries from students, faculty, staff, and the general public.
- Maintain and search student confidential files for accuracy and completeness.
- Triage/referral to identify and resolve issues
- Leadership and Student Support
- Supervise and provide direct support and guidance for data entry to other staff, faculty and departments.
- Provide ongoing overall troubleshooting with internal and external customers to maximize customer service.
- Provide training and assistance, as needed, on student information system.
- Work closely with the Transfer Center and Academic Affairs to ensure accurate information is being used to assist students.
- Define, understand and use student information system as necessary.
- Process information that is confidential in nature.
- Respond to internal requests of processes and clarification of data entered.
- Understand and use U.Achieve.
- Be able to train faculty and staff to use U.Achieve for advising purposes.
- Scan, verify, and index student record documents in less busy work periods.
- Assist with admissions processing (regular admissions applications, guest student applications, high school and college assessment waivers, etc.), particularly during peak times for the various processes included.
- Assist with any Student Affairs projects (either inside or outside of the Registrar’s Office) in which additional assistance is needed.
Education & Experience:
Minimum Qualifications
- Bachelor’s degree
- At least one year of experience in a college setting
- Knowledge of or the ability to learn accepted policies and practices in higher education relating to granting credit and degrees, course structure, and grading practices
- Excellent written and verbal communication skills
- Ability to identify, research and report viable options for problem resolution
- Ability to expedite processing, track and verify processes and follow up without direct supervision
- Ability to set priorities, manage time effectively, handle multiple responsibilities simultaneously, and demonstrate the ability to work with a diverse student, faculty, and staff population
- Strong customer service orientation
- Strong organizational skills and attention to detail
- Ability to handle difficult situations and work effectively under stress
- Excellent working knowledge of Microsoft word processing, spreadsheet, and database software and the student information system
Preferred Qualifications
- Proficiency with a data retrieval tool
- Bachelor’s degree in Business, Public Administration or Higher Education
- Prior work experience in a Registrar’s Office
Additional Requirements:
Must be available to work between the hours of:
- 8:00 a.m. – 5:00 p.m. (Monday – Friday)
- 9:00 a.m. – 3:00 p.m. (Saturday) - 4 times a year
Why Join Us?
- Opportunity to work on innovative and impactful projects.
- Collaborate with a team of skilled professionals.
- Competitive compensation and benefits package.
- Continuous learning and development opportunities.
Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and which every individual feels respected and valued.
Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:
Health & Wellness
Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
Dental plan with no-cost preventive services and coverage for orthodontia
Vision plan with low-cost exams and allowances for glasses or contact lenses
Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
Wellness program with opportunities to earn $250 in Wellness Rewards
Flexible Spending Accounts for healthcare (limited purpose) and dependent care
Retirement & Financial Security
10% employer retirement contribution, fully vested after two years
Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
Short-term and long-term disability benefits
Educational Benefits
Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
Work‑Life Balance
Generous paid time off, including vacation, sick leave, holidays, and winter recess
Flexible work arrangements where available
Paid childbirth recovery leave (8 weeks)
Paid parental leave (4 weeks)
Additional Perks
Eligibility for Public Service Loan Forgiveness
Additional discounts on gym memberships, transportation, and various retail services
Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.
Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.
Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.
