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Position Title:Registrar Specialist II

Job Group:Professional & Scientific

Required Minimum Qualifications:Bachelor’s degree and 2 years of related experience

Preferred Qualifications:Experience which demonstrates ability to analyze problems and communicate solutions.

Work experience interpreting and communicating complex policies.

Experience which demonstrates strong attention to detail and organizational skills.

Experience managing multiple competing priorities independently.

Experience which demonstrates proficiency using information systems/software, the Microsoft suite, and other technologies

Experience working with academic progress reports (APRs), graduation processing, or academic records in higher education.

Event coordination experience, especially related to commencement or other large-scale university events.

Job Description:

The Office of the Registrar at Iowa State University is seeking applicants for a Registrar Specialist II to join the Certifications and Eligibility team, with a primary focus on degree completion and commencement. The successful candidate will interpret university, college, and departmental policies as they pertain to the degree completion, address and resolve escalated, complex issues related to graduation, diploma issuance, and commencement, verify degree completion, manage graduation verification requests and issuance of diplomas, and serve as the main contact for degree completion and commencement processes. This position requires an in-depth understanding of degree completion and commencement processes and will involve a high level of attention to detail, strong organizational and time management skills, collaboration, and the ability to handle sensitive data responsibly.

This position will also be expected to assist with the university commencement ceremonies at the conclusion of spring and fall terms.

Key Responsibilities

+ Reviews graduation applications using degree completion tools and systems

+ Organizes degree completion processes and manages semester timelines

+ Establishes best practices to streamline certification process

+ Provides training and direction for reviewing graduation applications and degree completion tools

+ Researches, interprets, and applies policies, regulations, procedures and guidelines related to registration, student academic status, transfer credits, degree progress, and degree completion

+ Verifies degree letters for undergraduate students prior to the official degree posting

+ Manages the early degree conferral process, and confirms all steps are completed and any questions are answered

+ Provides final degree certification process for conferral of the degrees

+ Assists with the issuance of diplomas through Parchment

+ Collaborates with campus and external partners to assist with commencement, convocations, and events

+ Assists with reviewing and editing the commencement program(s)

+ Provides customer service to public, staff, and students via phone calls and emails pertaining to commencement and convocations

+ Provides support through various duties related to commencement (i.e. color guard, stuffing supplies, student marshals, photography, flowers, volunteers, etc.)

+ Manages the complex commencement tasks that require significant attention to detail (i.e. commencement scripts, Faculty Marshals, reserved seating, etc.)

+ Assists in the development and testing of new continuous improvement processes within this area of responsibility

Additional Details

+ Office hours: Monday–Friday, 8:00 a.m. – 5:00 p.m. with flexible scheduling between 7:30 a.m. – 5:30 p.m.

+ WorkFlex: Eligible following training period.

+ Evening/weekend work required during commencement ceremonies (spring and fall semesters).

About the Office of the Registrar

The Office of the Registrar plays a key role in student success and university excellence. We ensure the integrity of academic records and foster a collaborative and innovative environment within the Division of Academic Affairs. Our team is committed to continuous improvement, delivering exceptional service, and creating a positive and supportive work environment. Leveraging cutting-edge technology, we lead change and stay ahead of best practices to drive success for the university community.

By joining our team, you become part of an organization that values leadership, integrity, collaboration, hard work, and a commitment to excellence and service. If you're looking to make a significant impact, grow your career, and help shape the future of Iowa State University, this is the opportunity for you!

Example of Duties

+ Research, interpret, clarify, and apply varied policies, regulations, procedures, and guidelines, and analyze data and apply judgement.

+ Provide exceptional customer service to students, families, and individuals from across campus.

+ Develop, maintain, and/or follow documentation related to policies, procedures, and guidelines.

+ Prioritize multiple deadline-based responsibilities.

+ Oversee final degree certification process for conferral of the degree.

+ Oversee various commencement responsibilities for the University Commencement Ceremonies.

Level Guidelines• Intermediate-level position with solid professional and/or technical skills working under general supervision to achieve goals• Applies broad, working knowledge of the principles of the field to moderately complex, difficult, and varied problems and issues• Exercises judgment within defined procedures and practices to determine appropriate action and resolve problems• Responds to a broad range of inquiries and requests• May provide training and/or direction to lower-level staff• May lead projects of moderate scope and complexity• Provides guidance to students

Appointment Type:Regular

Number of Months Employed Per Year:12 Month Work Period

Time Type:Full time

Pay Grade:PS807

Application Instructions:

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:1) Resume/Curriculum Vitae2) Letter of Application/Cover LetterIf you have questions regarding this application process, please email [email protected] or call 515-294-4800 or Toll Free: 1-877-477-7485.Why Choose ISU?Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental; as well as:• Retirement benefits including defined benefit and defined contribution plans• Generous vacation, holiday and sick time and leave plans• Onsite childcare (Ames, Iowa)• Life insurance and long-term disability• Flexible Spending Accounts• Various voluntary benefits and discounts• Employee Assistance Program• Wellbeing program• Iowa State offers WorkFlex options for some positions. WorkFlex offers flexibility on when, where, and how you do your work. For more information, please speak with the Hiring Manager.

Original Posting Date: July 16, 2025

Posting Close Date:July 23, 2025

Job Requisition Number:R17423

By focusing on the future and providing the best student experience possible, Iowa State University (http://www.iastate.edu/) attracts students and faculty who want to make a difference. With a comprehensive land-grant mission of education, research, extension and outreach, we produce scholars whose ideas change the world. And through Innovate at Iowa State, we provide innovative and entrepreneurial opportunities for students of all backgrounds. Located just 30 minutes north of Des Moines, the city of Ames was recently named one of the Top 10 cities in the U.S. for campus life and career opportunities.

Iowa State University is a welcoming community of students, faculty, and staff. Campus community members have a wide range of backgrounds and experiences and are committed to engaging with each other respectfully as outlined in the university's Principles of Community (https://www.iastate.edu/principles-community) . Iowa State recognizes that diverse intellectual and philosophical perspectives are vital to innovation, critical thinking skills, and a dynamic academic community that fosters the land-grant ideals of putting science, technology, and human creativity to work.

All offers of employment, oral and written, are contingent upon the university’s verification of credentials and other information required by federal and state law, ISU policies/procedures, and may include the completion of a background check and/or a consumer credit check.

Iowa State University does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, genetic information, sex, marital status, disability, or status as a U.S. Veteran. Inquiries regarding non-discrimination policies may be directed to Office of Equal Opportunity, 2680 Beardshear Hall, 515 Morrill Road, Ames, Iowa 50011, Tel. 515-294-7612, email [email protected].

If you have questions about the application process please email [email protected] or call 515-294-4800 or Toll-Free at 1-877-477-7485. Iowa State University provides reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should email [email protected] or call (515) 294-4800 or Toll-Free: (877) 477-7485. TTY users are welcome to use the Iowa Relay Service number by dialing 7-1-1 or (800) 735-2942.

General ISU compensation information can be found on the University Human Resources (https://www.hr.iastate.edu/careers/compensation) website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.