Education Advisor– We offer a competitive benefits package!

The Company:  GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 800 of its 3,400 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment.

The Location: This position is located in Carlsbad, California at our corporate headquarters.

What to expect:

• We offer competitive medical, dental, vision and matching 401-K plans
• Paid vacation, sick and holidays, tuition assistance, commuter benefits

The Environment:

• On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!
• Economic friendly services - electric vehicle charging stations on-site
• Ergonomic assessments offered on-site and virtually

JOB OVERVIEW

The Registrar provides supervisory oversight of student records functions and serves as an accountable custodian of official student records, ensuring consistent coverage, regulatory compliance, and high-quality service across U.S. campuses. The position supports and supervises staff responsible for student engagement and record accuracy, translating complex federal and institutional requirements into clear, practical guidance while maintaining audit readiness and data integrity. In addition, the Registrar provides supervisory oversight of student-facing financial aid intake operations and is expected to pivot and provide hands-on support when operational or compliance needs require immediate attention.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Oversee student records management activities, including enrollment status changes, enrollment verifications, grade processing, transcript requests, and credential issuance, as applicable.

· Maintain documentation and records required for internal reviews, audits, accreditation, and regulatory reporting.

· Ensure accurate and timely updates to student data within the Student Information System (SIS) and Customer Relationship Management (CRM) systems.

· Serve as Principal Designated School Official (PDSO) and oversee compliance with SEVIS requirements for applicable students, including coordination with Designated School Officials (DSOs), monitoring enrollment status, and ensuring accurate and timely SEVIS reporting in accordance with federal regulations.

· Resolve escalated student, staff, and records-related issues through sound judgment, policy enforcement, and collaborative problem-solving.

· Collaborate with Student Affairs and Instruction, and campus leadership to align processes, improve service delivery, and ensure regulatory adherence.

· Support SIS and CRM maintenance activities, including testing, troubleshooting, data validation, and process improvements.

· Oversee compliance with SEVIS requirements for applicable students, including coordination with designated school officials (DSOs), monitoring enrollment status, and ensuring accurate and timely reporting.

· Serve as a School Certifying Official (SCO) and ensure compliance with U.S. Department of Veterans Affairs education benefit requirements, including enrollment certifications, eligibility monitoring, and maintenance of required documentation.

· Oversee Student Status Confirmation Report (SSCR) processes, ensuring accurate and timely enrollment reporting and resolution of discrepancies.

· Serve as an institutional notary public, as authorized, to notarize education-related documents in support of student services, regulatory, and administrative requirements.

· Translate complex regulatory and technical language into clear, actionable guidance for staff and students.

· Interpret and apply federal financial aid regulations, institutional policies, and technical compliance requirements to support daily operations and escalated decision-making.

· Monitor workflows and workloads across intake and records functions, reallocating resources and stepping in as needed to maintain continuity of service and mitigate compliance risk.

· Provide supervisory leadership for financial aid intake and student records functions supporting U.S. campuses, including hiring, training, coaching, scheduling, and performance evaluation of staff.

· Ensure consistent coverage of student-facing financial aid intake services, including initial student inquiries, document collection, and coordination with Financial Aid processing teams.

· Meet regularly with students, as needed, to ensure timely financial aid review, accurate packaging, and resolution of intake issues in order to support enrollment progression and secure seats

· Perform other duties as assigned to support institutional operations and compliance objectives.

TECHNICAL COMPETENCIES (Knowledge, Skills & Abilities)

· Familiarity with current trends and regulations in the registrar field and experience leading the effective use of academic records management technologies.

· Strong understanding of FERPA and student records privacy issues.

· Strong analytical, organizational, written/verbal communication, interpersonal, and relationship-building skills.

· Strong knowledge of the principles and practices of student enrollment, records retention, and FERPA

· Flexible, self-motivated, team-oriented, and solution-oriented to effectively deal with a variety of people and situations

· Superior coaching and mentoring skills.

· Must possess strong diplomacy skills and ability to use sound judgment and discretion in handling sensitive issues with confidentiality and discretion.

· Advanced computer skills utilizing software such as Microsoft Office Suite, e.g., MS Word, Excel, PowerPoint; and e-mail.

· Ability to deal effectively with a variety of personalities to establish and maintain effective working relationships.

· Ability to prioritize and resolve conflict when necessary.

EDUCATION AND EXPERIENCE

· Bachelor's degree in higher education administration, education services, college student affairs or related field and 6-8+ years’ experience related to the administration of student records.

· 3+ year of experience leading or supervising staff

· Experience with Student Information Systems (SIS), Customer Relationship Management (CRM) and other technology tools related to working with student records and academic record-keeping are required.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

· Work is performed in a designated professional office workstation and environment.

· Extensive use of office equipment to include computer, copier, fax, and other business-related machines and software.

Salary range: $79-$109K

An Equal Opportunity Employer
All employment decisions are made without regard to unlawful considerations of race, sex, religion, national origin, age, disability, or any other legally protected status. Reasonable accommodations are available upon request.

Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.