Job Details

Registrar Support Representative (Program Assistant)

Position Number: 6719918
Location: Mahwah, NJ
Position Type: Registrars

Registrar Support Representative (Program Assistant)

Location: Ramapo College, Main Campus - Mahwah NJ

Job Type: Full-Time

Job Number: 202300343

Core: Teaching & Learning Core

Department: Registrar

Opening Date: 11/12/2025

Closing Date

FLSA: Non-Exempt

Bargaining Unit: CWA

Description

ABOUT RAMAPO COLLEGE:

Ramapo College of New Jersey (RCNJ) develops ethical leaders who serve as change agents across all sectors. The College's unique interdisciplinary academic structure, its liberal arts core, its size (approximately 5,500 students), and its setting in the foothills of the Ramapo Mountains on the New Jersey/New York border provide an optimal environment for individualized, student-centered learning and leadership development. RCNJ's designation as "New Jersey's Public Liberal Arts College" by the State legislature is the foundation from which the College's commitment to an accessible and transformative undergraduate and graduate education is realized.

Established in 1969, CondeNast Traveler named Ramapo one of the 50 Most Beautiful College Campuses in America. The barrier-free campus occupies 300 acres and is home to 52 bachelor's degree programs spanning the arts, business, data science, humanities, education, nursing, social work, social sciences, and the sciences. Ramapo College boasts an average student/faculty ratio of 16:1 and an average class size of 21; affording students the opportunity to develop close ties to the College's exceptional faculty. In addition, the College offers graduate programs leading to master's degrees in Accounting, Applied Mathematics, Business Administration, Contemporary Instructional Design, Computer Science, Creative Music Technology, Data Science, Educational Leadership, Nursing, Social Work, and Special Education, as well as a Doctor of Nursing Practice. Every degree program is designed and delivered through the collaborative and interdisciplinary efforts of student-centered faculty scholars and staff who are committed to serving the public good through the delivery of an academically rigorous, inclusive, and a transformative collegiate experience. Ramapo is ranked #1 among New Jersey public institutions by College Choice and is recognized as the State's top college on the list of Best Disability Schools by Great Value Colleges. Further commendations include designation as a "Military Friendly College" in Victory Media's Guide to Military Friendly Schools, and as a leading college by U.S. News & World Report, Kiplinger's, Princeton Review, and Money Magazine, among others.

Examples of Duties

POSITION TYPE/EXPECTED HOURS OF WORK:

This is a full-time CWA position, and days of work and hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. Occasional evening and weekend work may be required as job duties demand. Note: Those non-faculty employees in the "NE" category of employment may have irregular or variable work hours. The compensatory time policy for NL employees below applies to "NE" employees up to 40 hours per week. Beyond 40 hours, the overtime policy for fixed workweek employees applies (i.e., rate of time and one-half in payment or compensatory time).

Salary Range - CWA - P16 - Steps 1-3
$51,479-$56,134
Internal applicant's salary is based on union-negotiated calculations

JOB SUMMARY:

The Registrar Support Representative assists and performs basic professional functions using established policies, practices, and guidelines related to the College, the Teaching & Learning Core, and the Office of the Registrar. This person serves as front-line support for students. Work includes but is not limited to reviewing and processing forms, handling student inquiries, reconciling and updating records, covering front office responsibilities, advising on FERPA, and other duties as assigned by the Assistant Registrar, Associate Registrar, or Registrar.

Essential Duties:
Student Support and Registration

Interacts with students as the first line of contact in the Office of the Registrar and directs students to resources as needed.
Delivers excellent customer service through phone, email, and in-person contact with various individuals requiring assistance from the Office of the Registrar.
Reviews and responds to voicemail and email messages received in the general "registrar" mailboxes.
Reviews and processes registration related requests (e.g., adding and dropping courses, course withdrawals, credit overloads, etc.).
Assists students with ordering of transcripts, monitors and troubleshoots electronic transcript orders and transcript processing as needed. Also monitors inventory of transcript-processing supplies.
Processes enrollment verification and prepares enrollment verifications for delivery, as requested by current and former students on an as-needed basis.

Student Record Maintenance

Supports the grading process by reviewing and processing Grade Change Requests and Incomplete Grades.
Responsible for entering and reconciling I and W grades and Grade Replacements at appropriate times.
Review and process Change of Major requests.
Review and process Name and Address Change requests in collaboration with the Office of Admissions, and performs the "Admissions Melt" process, which includes updating student records. Operations, Policies, and Office Support.
Demonstrates understanding and compliance with the College's established policies, procedures, and guidelines.
Understands the College's organizational structure and resources available to students.
Advises students and families on the release of student information in conjunction with FERPA and processes all FERPA waivers.
Prepares monthly statistical reports of activities of the position: transcripts, enrollment verifications, major/minor changes.
Opens, sorts, prioritizes, and distributes mail to Office of the Registrar staff members.
Proficiently utilizes information systems, platforms, and software used by the College; these include but are not limited to Google Drive, Gmail, Microsoft Teams, Banner, DegreeWorks, UAchieve and Adobe.
Maintain the Office of the Registrar's shared calendar and ensure that all deadlines are promptly added.
Represents the Office of the Registrar at campus events such as student orientation programs and, when appropriate and necessary, on various Core-wide or college-wide committees, task forces, etc.
Assist with Commencement responsibilities assigned to the Office of the Registrar, including Commencement event coverage.
Assumes other duties as assigned.

Qualifications

REQUIREMENTS:

Education and Experience
Graduation from an accredited college with a Bachelor's degree or with an Associate's degree combined with two years of related experience, preferably in a Registrar's, Enrollment Management, or related office in a college or university.
Additional Knowledge/Skills/Abilities:

Excellent interpersonal, oral, and written communication, and organizational skills.
A high level of comfort and knowledge of, or demonstrated ability to learn, technology, especially integrated student information management systems (preferably Banner).
Demonstrated ability to adeptly use Microsoft Office and Google Suite.
Ability to analyze information and communicate results effectively to a variety of user levels.
Ability to process data with accuracy and precision, as well as draw analytical conclusions, and include a summary of and recommendations based on data analysis in reports or presentations.
Ability to establish positive and collaborative working relationships with campus constituents (i.e., students, administration, faculty, staff from various offices).
Broad operational knowledge of college academic policies, procedures, and resources, as well as a working knowledge and comfort with the Family Education Rights and Privacy Act (FERPA) regulation governing student access to records and release of confidential information; ability to keep sensitive information confidential.
Ability to prioritize work and accomplish tasks in a timely manner with minimum supervision.
Commitment to diversity; demonstrated ability to work in a multicultural environment.

SAME APPLICANTS: If you are applying under the NJ "SAME" program, your supporting documents (Schedule A or B letter), must be submitted along with your resume by the closing date indicated above. For more information on the SAME Program visit their Website at: https://nj.gov/csc/same/overview/index.shtml, email: CSC-SAME@csc.nj.gov, or call CSC at (609) 292-4144, option 3. Please send an email to jehlerma@ramapo.edu confirming you applied through the NJ SAME program

Supplemental Information

EEO Statement:

Ramapo College is an Affirmative Action/Equal Employment Opportunity Employer. Ramapo has a long history of advocating, advising, and supporting diversity, equity, and inclusiveness. Examples can be found in its mission statement, strategic plans, degree and course offerings, community outreach programs, and other diversity programs. Ramapo's commitment to diversity and inclusion is infused across all facets of the College; where the environment is welcoming, dedicated to social justice, respectful of freedom of expression, focused on educating and having an ongoing conversation regarding cultural competence and the benefits and importance of diversity.

To apply, please visit https://www.schooljobs.com/careers/ramapo/jobs/5140610/registrar-support-representative-program-assistant

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