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Position:  Registrar 

Status: Full-time, exempt

Reports to:  Vice President of Academic Affairs and Dean

Mission of Position: The Registrar serves in a multifaceted administrative position in which student enrollment in academic programs, maintenance of academic records and reports, and student billing serve as the primary foci.  While the Registrar reports directly to the Vice President of Academic Affairs and Dean, they will also work closely with the Director Admissions and Student Services, the Vice President of Finance and Administration, and the faculty in insuring that all Seminary procedures for enrollment, billing, and maintaining of academic records are followed consistently and in accordance with FERPA (the Family Educational Rights and Privacy Act).

Areas of Responsibility: 

The Registrar is responsible for:

  • Management of the student enrollment process including registration in courses, billing, and communication with faculty about advising and class lists
  • Management of grade reporting, graduation certification, and transcript request processes
  • Maintenance of all student academic records and electronic student information system in accordance with FERPA
  • Generation and distribution of internal enrollment reports and student statistical data for the use of administrators and in accordance with external compliance requirements.


The duties of the Registrar include (but not limited to):

  • Assisting the Dean’s office in preparing course schedules for each term
  • Preparing, generating and distributing class enrollment information for students and advisers 
  • Enrolling students 
  • Setting up tuition and fee schedules in preparation for managing student billing process 
  • Working closely with the student financial aid officer and Director of Admissions and Student Services on student issues including debt, retention, enrollment procedures, and other matters that relate to all three of these offices
  • Managing grade reporting
  • Maintaining degree audits for all current students
  • Processing and distributing transcripts upon request
  • Managing certification process for graduation
  • Administrating Seminary’s Student Information System, currently Blackbaud’s Education Edge
  • Maintaining all student academic records
  • Overseeing Seminary compliance with FERPA (Family Educational Rights and Privacy Act) in conjunction with Human Resources
  • Generating official academic reports for accreditation agencies and other oversight agencies
  • Managing all Phillips University academic records archived at Phillips Theological Seminary
  • Performing other work-related duties as assigned.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.


The successful candidate will possess the following:

  • Bachelor’s degree in related field required, master’s degree preferred.
  • Three to five years’ experience as registrar or assistant registrar in higher education, some preferably in theological education
  • Expertise in use of Microsoft Office software products including but not limited to Word, Excel and Powerpoint, and student information software systems. Knowledge of databases and information systems is a plus.
  • Excellent interpersonal/written communication skills
  • Sensitivity to working in a multicultural and very diverse setting
  • Strong organizational skills with the ability to prioritize and meet deadlines
  • Ability to work both independently on individual projects and as a member of a team with emphasis on collaboration and tact; professionalism, confidentiality and flexibility are critical to success in this role
  • Willingness and ability to participate in professional Registrar/Student Services organizations and training events.

Application Instruction

Please email a cover letter expressing interest in the position, being as specific as you can, and detailing relevant professional experience, education, and training, along with a resume, including the names and contact information of at least three professional references to gwen.derrick@ptstulsa.edu.

Phillips Theological Seminary offers Christian graduate theological education
in service of intelligent, just, and compassionate religious and civic communities. We welcome
students to a safe space for truth-seeking conversations about the Bible, Jesus, and faithful living.
Courses available on campus and online for certificate, diploma, MDiv, MAMC, MASJ, & MTS
programs, and on campus for the DMin program.

Phillips Theological Seminary

901 N. Mingo Road
Tulsa, OK 74116

p 918-610-8303
f 918-610-8404

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