Student Records Assistant


Carlow University invites applications for the position of Student Records Assistant in the Registrar’s Office. The Student Records Assistant functions as a database manager, maintaining the integrity, accuracy, and utility of academic records related to registration, enrollment, and student records. Also, the Student Records Assistant will serve as a concierge for inquiries, providing accurate information for students, faculty, and staff and directing them to appropriate individuals and departments as needed. It is the responsibility of this position to modify, update, and interpret student information in several databases. Strong knowledge in computer tasks, including, but not limited to, word processing, spreadsheets, data entry, and database management is necessary. The Student Records Assistant also serves as support staff for the University Registrar and Associate Registrar/Transfer Coordinator.


  • Primary function is to assist the university community with registration and records processes, including WebAdvisor registration assistance, answering questions related to course content and enrollment, add/drop of student schedule in Colleague (SIS) and helping students, faculty and staff understand university policies and course information found in university catalogs.
  • Assists with building the university course schedule and the creation of new programs and course related information in Colleague.
  • Greets, screens, and directs students, faculty, and staff to appropriate individuals and departments.
  • Maintains the Registrar's Office social media sites and intranet pages.
  • Assists with Assessment & Registration Day, Orientation and other university sponsored events.
  • Assists the Associate Registrar/Transfer Coordinator with transfer credit evaluations and graduation processing.
  • Works directly with Registrar Office staff to troubleshoot and/or create enhancements within existing student information system.
  • Processes transcripts and degree verification, as well as student information changes, being able to perform these duties during high volume periods.
  • Assists with Veterans Administration Certifying Official duties.
  • Process guest student forms and PCHE cross registrations.
  • Maintains the integrity, accuracy, and utility of academic records using Colleague; specifically, performs duties of registration, new student creation, and correcting, changing, or modifying information contained in various databases in accordance with university policies and/or accrediting agencies.
  • Ensures the confidentiality of all records and conversations per FERPA guidelines.
  • Provides effective customer service by having a thorough understanding of applicable academic regulations, laws, policies and procedures related to Registrar Office functions.
  • Capability to work under pressure and in potentially stressful situations is needed.
  • Remains competent and current through self-directed reading, developing working contacts with colleagues, and attending training and/or courses as required by the Registrar.
  • Manages a high volume of incoming phone calls, conveying accurate information and routing inquiries. 
  • Able to lift and/or move up to 50 pounds.
  • Performs miscellaneous job-related duties as assigned.
  • Demonstrates and reflects an understanding of and commitment to the mission and core values of the University and the Sisters of Mercy.

The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties as assigned. Specific duties and responsibilities may vary based upon departmental needs.

Minimum Qualifications:

  • Bachelor's Degree.  Experience in education, higher education, or a closely related field highly preferred.
  • Excellent analytical skills, including attention to detail and high level of accuracy in work produced.
  • Requires excellent organizational skills to enter data and update student files within established time standards.
  • Good writing and oral communications skills, as well as the ability to present data in a clear and concise manner.
  • Very proficient in Microsoft Word and Excel.
  • Ability to work under pressure and in potentially stressful situations while being sensitive to confidentiality (of both individuals and records) is required.
  • Experience in Customer Service related jobs and in dealing with high volume of phone calls and direct customer contact.
  • Demonstrates capacity to understand and follow detailed oral and written instructions.
  • Competence in learning assigned tasks readily while adhering to established procedures.


Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.

Send resume to or to Carlow University, 3333 Fifth Avenue - Pittsburgh, PA 15213.

Carlow University is an Equal Opportunity/Affirmative Action Employer. We strive for a campus that reflects our urban setting and is inclusive of underrepresented groups to enhance our University community.

Full/Part/FT&PT: Full-time - non-exempt
Department: Registrar's Office
Contact Name/Title: Search Committee
Contact Address: Carlow University, 3333 Fifth Avenue - Pittsburgh, PA 15213.
Contact Email Address: