We're Hiring!
Communications & Records Specialist, Registrar
- Minnesota, United States
- Staff FT Nonexempt
Title: Communications & Records Specialist, Registrar
VP Area: VP for Academic Affairs
Department: Dean of Assessment & Academic Initiative
Position Compensation: $20.00 - $23.00/hour
Location: University Campus - St. Paul, Minnesota
Who We Are:
Northwestern is a faith-driven community, UNWavering in our Christ-centered principles and identity as those who profess faith in Jesus. Rooted in the unshakable foundation of God’s Word and our calling to impact His world, our mission and vision flow from these core values, expressed through Christ-centered higher education at the University of Northwestern – St. Paul and through gospel outreach and faithfulness with Northwestern Media.
Position Summary:
The Communication and Records Specialist supports the Registrar’s Office by managing academic records processes, coordinating transcript and registration workflows, producing official communications, and maintaining accurate and accessible information across platforms. This role ensures timely and accurate service to students, faculty, staff, alumni, and external stakeholders while upholding institutional, state, and federal requirements.
Key Responsibilities:
• Manage Transcript and Records Processing: Process transcript requests; audit records; respond to inquiries; coordinate transcript data transmission with Information Technology and the National Student Clearinghouse; and manage walk-in transactions and deposits.
• Coordinate PSEO and NOSR Requirements: Track and process Notice of Student Registration (NOSR) forms each semester; manage the PSEO NOSR State Report for Minnesota Department of Education (MDE) reimbursements; and distribute PSEO grades and required forms to students, high schools, and MDE.
• Maintain Registrar’s Office Communications and Content: Create, update, and maintain written content for the internal portal and public website— including academic calendar updates—ensuring accuracy, clarity, and consistency across platforms.
• Produce Academic Publications and Materials: Edit and prepare the university academic catalogs and commencement program for print and web using Adobe InDesign.
• Manage and Improve Web-Based Forms: Oversee troubleshooting, enhancement, and creation of Registrar’s Office web-based forms to support efficient workflows and user experience.
• Coordinate Student Registration and Communication Processes: Register TRAD students for internships, directed studies, and tutorials; produce mass email communications using Slate; and assist with Grad Expo and commencement communications and logistics.
• Provide Direct Service and Collaborative Support: Assist students, faculty, staff, and alumni via phone, email, and in person; and collaborate across academic venues to ensure consistent practices related to registrations, records, grades, curriculum, transcripts, and transfer credit evaluations.
• Maintain Compliance and Data Privacy: Manage sensitive student records, ensuring compliance with FERPA and institutional data‑privacy policies; maintain strict confidentiality of all student information; follow established retention schedules and secure record‑handling procedures.
• Student Employee Supervision: Oversee the full lifecycle of student employment, including recruiting and hiring student employees, providing onboarding and training, and offering ongoing supervision, coaching, and performance support to ensure high-quality service and development.
• Perform other duties as requested or assigned
Because our community is a significant part of our mission and the development of our students, all employees act as a minister of the gospel of Jesus Christ by actively partnering with the University to disciple students in growing intellectually and spiritually, and with Northwestern Media to lead people to Christ and nurture believers to mature in their faith.
Qualifications:
Required:
• Bachelor's degree or equivalent experience
• Minimum of two (2) years of related work experience
• Minimum of one (1) year of supervisory experience
• Maintain a growing, personal relationship with Jesus Christ, reflect His character in all interactions, and faithfully uphold and embrace Northwestern’s mission, Doctrinal Statement and Declaration of Christian Community
Nice to Have:
• Previous relevant experience in higher education.
Key Skills:
• Independent & Teamwork: Capable of working both independently and collaboratively, with minimal supervision.
• Confidentiality: Maintains discretion and handles sensitive information appropriately.
• Organizational Skills: Strong time management and problem-solving abilities; able to prioritize and meet deadlines with attention to detail. Strong organizational skills that include the ability to manage multiple projects at a time.
• Technical Proficiency: Intermediate to advanced computer skills, including Microsoft Office and related software.
• Written & Verbal Communication: Strong writing, editing, proofreading, and verbal communication skills.
• Background Check: Must pass initial and ongoing background checks as a condition of employment.
Work Environment:
The work environment involves working for a suburban, Christian university or Christian owned and operated radio station alongside those with a demonstrated commitment and personal relationship with Jesus Christ, a commitment to the mission and values of Northwestern, and an agreement to abide by all Northwestern policies.
All applicants must be authorized to work for any employer in the United States as we are unable to sponsor or take over sponsorship of an employment visa.