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Associate Registrar Full Time

Southwestern Baptist Theological Seminary

Fort Worth, Texas



Position Title: Associate Registrar

Department: Registrar

Date Prepared: July 2024

FLSA Status: Non-Exempt, Hourly

Full Time


Standard of Christian Commitment

The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College, possess a clear understanding of Southern Baptist heritage and culture, and agrees to serve in accordance with and not contrary to the current edition of the Baptist Faith and Message.

Southwestern Seminary, an entity of the Southern Baptist Convention, is a confessional institution. While the Seminary serves the larger evangelical Christian community, employees must embrace the values and standards the Seminary represents as it fulfills its mission of shaping Christian leaders within our denominational context.

Since duties of this position require the employee to represent the Seminary to prospective and current students, candidates must abide by the Seminary bylaws, the Employee Handbook, and the current edition of the Baptist Faith and Message as a condition of employment.


Job Summary:

Responsible for coordination and supervision of all graduation processes and activities. Serves as lead academic advisor and transfer credit coordinator.


Essential Job Functions / Responsibilities


Supervises the receipt of applications and certification of candidates for graduation.
Prepares and distributes graduation lists, statistics and correspondence to graduates, staff, and faculty.
Supervises the audit of degree requirements of all graduates.
Coordinates information for commencement program.
Processes and prepares diplomas for commencement and certificates.
Relates to any third-party vendor regarding graduation materials or needs.
Coordinates and supervises the clearance information for graduates and other offices involved.
Verifies attendance at graduation rehearsal.
Prepares graduate line of march ceremony.
Secures and trains ushers for ceremony and serves and lead usher.
Assists with all other duties at rehearsal and ceremony and directed by the Registrar.
Academic Advising

Serves to problem-solve and give guidance for all other academic advisors.
Provides academic advising for all undergraduate and most graduate degree programs.
Evaluates transfer credit for all undergraduate and most graduate degree programs.
Evaluates and coordinates the advanced standing exam eligibility and test access process.
Evaluates graduating students to ensure all degree requirements have been completed for graduation.
The above responsibilities are crucial for the success of students and the accreditation of the institution. These tasks must be done with a very high degree of accuracy. A single mistake could result in a student enrolling in, paying for, and completing a class not needed for the degree program. Or conversely, excusing a student from a class that is essential for the completion of the degree program.
Answers questions about all academic policies and procedures and assists with any needs for those visiting our office.
General duties

Monitors general email account daily.
Perform other duties as deemed necessary by the Registrar.
Perform other related duties as assigned and specific to area of responsibility.

Skills / Requirements

Demonstrates a personable and warm demeanor to ensure a positive and enjoyable experience with all students and guests, both in person and on the phone.
Possesses a strong desire to serve others.
Ability to multi-task and attention to detail.
Must demonstrate proficient computer skills related to email, Microsoft Office Suite, and our current student database as it relates to job duties.
Knowledge of higher education environment and specifically curricular design as it relates to registration advising activity.
Administrative skills.
Must demonstrate proficient computer skills related to email, and Microsoft Office Suite as it relates to job duties.
Must excel in knowledge of Colleague database process.

Qualifications / Education:

Accredited bachelor’s degree and an earned seminary master’s degree as a minimum.
Experience in enrollment services and academics at an institution of higher learning.
Successful completion of background check, MVR, and credit check may be required.


The Associate Registrar holds no direct supervision over staff.
Supervises the enrollment processes, staff training, and general office management.
Reports to the Registrar.

Decision-Making Responsibilities:

Registration and re-enrollment decisions, student appeal decisions.

Exposure to Confidential Information

Yes. Exposed to and responsible for upkeep of confidential student records, including grades, health, and personal information.

Physical Requirements

Physical able to sit and stand for long periods of time,
Able to use computer and move about office to interact with other staff members,
Able to attend meetings on site,
Able to bend and/or stoop,
Able to climb and lift up to 15 pounds to perform tasks that may be assigned in the course of operations.
Must be able to carry up to 15 pounds of parts and equipment.
Must be able to perform occasional overhead reaching, bending, stooping, twisting, and kneeling.
While performing the duties of this job, the employee is regularly required to talk and hear.
Frequently required to sit and reach with hands and arms.
Specific vision abilities required by this job include close vision and ability to adjust focus.

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