Assistant Registrar/Administrative Assistant

Meritus College

Meritus College is a new kind of not-for-profit online college, built from the ground up to meet the needs of working adults and career-changers who’ve been overlooked by traditional higher education.

The problem is clear: only 33% of Pell grant recipients complete their degrees at two-year colleges within six years. College has become too rigid, too expensive, and too disconnected from both student realities and career outcomes. Meritus College is different. Our online, asynchronous programs and "workplace as laboratory" approach allow students to learn and apply new skills directly to their jobs, while receiving personalized support from dedicated coaches every step of the way. We focus on real-world skills and stackable credentials in high-demand fields, ensuring graduates are prepared for today's jobs and tomorrow's opportunities. Founded in 2025 with an inaugural Associate of Applied Science in Technology and Innovation degree, Meritus College is building a mainstream pathway to economic mobility—one designed not for the privileged few, but for the talented many who’ve too often been left behind.

Role Overview 

Meritus College seeks a highly detail-oriented and trustworthy Assistant Registrar / Administrative Assistant to join our team on a six-month, temporary basis with possibility of renewal. This pivotal hybrid position is primarily responsible for ensuring the integrity, accuracy, and security of all student academic records in our dynamic, fully-online community college environment, while also supporting general administration. 

The ideal candidate will be a proficient user of Student Information Systems (SIS) and must have an unwavering commitment to data confidentiality and compliance with federal regulations, particularly the Family Educational Rights and Privacy Act (FERPA).

While a portion of work, including record processing and student support, is performed remotely, this role requires weekly in-person presence at our Salt Lake City office to manage and process physical student documents received via mail (e.g., official transcripts, enrollment forms) and manage associated office materials. This dual responsibility demands strong organizational skills, integrity, and self-motivation.

Responsibilities

Core Records Management (Remote)

• Manage the processing of all standard academic records actions within the Student Information System (SIS), including new enrollments, course drops/withdrawals, student demographic updates, and official name changes.
• Ensure accurate input and maintenance of student grades and academic standing following each term’s finalization.
• Process and track all student petitions, appeals, and exceptions related to academic policies and procedures.
• Conduct regular audits of student data for accuracy and completeness to prepare for reporting periods.
• Assist the Registrar with the official certification and posting of degrees for graduates.

Regulatory Compliance and Security (Remote & On-Site)

• Serve as a frontline practitioner on the Family Educational Rights and Privacy Act (FERPA), strictly adhering to regulations when releasing or disclosing student information.
• Support development and maintenance of documentation regarding registrar policies, procedures, and best practices, ensuring accessibility for online students and staff.
• Maintain the security and strict confidentiality of both electronic and physical student records in accordance with institutional policy.
• Assist in preparing data for internal, state, and federal reporting (e.g., enrollment verification, National Student Clearinghouse submissions).

Mail Processing and On-Site Duties (On-Site)

• Regularly visit the campus office to manage incoming mail for the Registrar’s office, including sorting, logging, and distributing correspondence.
• Receive, verify, and process official physical documents, particularly hard-copy transcripts, and other admission/student-record materials.
• Efficiently scan and digitally index all physical documents into the secure student record system.
• Manage the inventory and security of physical records, forms, and sensitive office materials.

Student and Administrative Support (Remote)

• Provide comprehensive administrative support, including proactively managing the Chief Academic Officer’s meeting calendar and other administrative tasks as needed (e.g., booking travel).
• Provide professional, timely, and empathetic support to students, faculty, and staff regarding registration, academic deadlines, academic policies, and transcript requests via email, phone, and virtual meetings.
• Assist with the maintenance and testing of the degree audit system to ensure curriculum updates are reflected accurately.
• Collaborate with the Advising, Admissions, and Financial Aid offices to resolve student record discrepancies and ensure seamless service delivery.

Skills and Competencies

We recognize that some individuals from underrepresented backgrounds may hesitate to apply if they don’t meet 100% of the listed qualifications.  Please don’t let that discourage you from applying! We value the unique skills, experiences, and perspectives that each applicant brings, and we encourage you to apply if you believe your background demonstrates the required skills and competencies:

Must-Haves:

Must Haves for all roles at Meritus College:

• Committed to our mission to pave pathways to family-sustaining careers, break the poverty cycle, and create upward mobility for low-wage workers.
• Shared sense of responsibility and ownership for our collective work in making a positive impact on the community we support.
• Committed to continuous learning and growth in advancing inclusive excellence and closing gaps across lines of difference.
• Passionate about fostering a workplace culture that embraces and values individual differences.

Professional Experience & Knowledge

• Minimum of 2 years of experience working in a Registrar's office, Admissions, or Student Services role, preferably within a higher education setting.
• Proven knowledge of the Family Educational Rights and Privacy Act (FERPA) and experience applying these regulations in daily practice.

Technical Proficiency

• Advanced proficiency with a major Student Information System (SIS) such as Banner, Colleague, PeopleSoft, or Jenzabar.
• Strong command of Microsoft Office Suite (Word, Excel) or Google Workspace, particularly for data analysis and report generation.
• Experience with document management systems and electronic workflow processes for document scanning and indexing.

Core Skills and Attributes

• Learner-Centered Mindset: Must be committed to the community college “open door” philosophy with an ability to interact professionally with a diverse student body.
• Exceptional Attention to Detail: Demonstrated ability to perform precise and accurate data entry and record maintenance in a high-volume environment.
• Uncompromising Integrity: Absolute commitment to protecting confidential student data and adhering to institutional and federal compliance standards.
• Organizational and Time Management Skills: Proven ability to manage multiple priorities, meet strict academic deadlines, and work effectively with minimal supervision in a remote capacity.
• Communication and Collaboration Skills: Excellent written and verbal communication skills necessary to clearly explain complex academic policies to diverse stakeholders; strong collaboration skills to work cross-functionally throughout the organization. 

Nice to Haves:

• Experience in a community college or institution with a significant online student population.
• Familiarity with degree audit systems (e.g., DegreeWorks, uAchieve).
• Comfort using AI tools (e.g., Claude) to enhance efficiency in document processing, data audits, and administrative workflows.

Other Logistics 

• This position is part-time, ~15-20 hours/week
• Location: While the college is a remote organization, this team member must be located in the Salt Lake City, UT area to perform in-person responsibilities, including going into the Salt Lake City office at least one day a week. 
• Salary: $28.85/per hour

Our goal is to have competitive and equitable compensation.  We have a market-based compensation approach, which means we benchmark each role from reputable data sources. We compare our benchmarks against similarly sized non-profit organizations with comparable annual budgets and geographical areas. We pay the same rate for the same roles and adjust to comply with statutory mandates.