Position Summary:  The Assistant Registrar supports the Registrar in ensuring the accuracy, integrity, and confidentiality of student academic records. This role provides essential services in registration, student records management, academic reporting, and graduation processes, while upholding university policies and professional standards. The Assistant Registrar serves as a resource for students, faculty, staff, other institutions and helps maintain smooth academic operations.
 
Duties and Responsibilities:
 
STUDENT RELATED:

• Maintain and update student and alumni files, academic records, and related databases.
• Process academic forms (program of study, misconduct, late arrival, academic leave, withdrawals, etc.).
• Collect, record, and distribute mid-term grades.
• Issue transcripts, confirmation letters (in English and Lithuanian), and grade reports for students, alumni, and special student groups (Study Abroad, International Exchange, Erasmus), ensuring timely processing according to established requirements.
• Prepare study contracts, appendices, academic progress reports and honors lists; proofread for accuracy.
• Provide accurate information on academic policies, procedures, and requirements to students, faculty, and staff.
• Respond to student questions related to student academic issues.
• Coordinate with SFS and Library regarding student financial or library holds that affect registration, grades, and graduation.

 FACULTY RELATED:

• Provide information on registration, add/drop, grading, and academic policies.
• Collect and review syllabi.
• Support advisors and faculty with academic progress and registration matters.
• Respond to faculty questions related to student academic issues.
• Proctor final exams upon department request.

 REGISTRATION:

• Create and manage registration priority lists.
• Update course schedule online.
• Process BA and MA registration, add/drop forms, and send confirmations.
• Communicate registration changes and assist students with course selection.

 GRADUATION

• Collect and process Intent to Graduate forms.
• Register diplomas and diploma supplements and maintain official graduation archives.
• Support commencement planning by managing regalia distribution, including the distribution and collection of caps and gowns, while ensuring accurate inventory and proper maintenance.
• Participate in the BA baccalaureate and BA and MA commencement. 
• Distribute diplomas and diploma supplements to graduates.

 OTHER

• Provide reports and respond to requests from students, faculty, advisors, and external organizations.
• Archive documents and manage clerical tasks (mail, scanning, copying).
• Update and maintain Registrar’s office manual.
• Provide backup support in specific areas as assigned by the Registrar to ensure continuity of office operations.
• Assist with special projects and other duties as assigned.

Relationships:  

REPORTS TO:     Registrar
WORKS CLOSELY WITH:     Faculty, students, SFS, CIE, Migrations office, Student Success Center, Library
                                    
Qualifications needed: 
 
EDUCATION:

• B.A. degree required.

EXPERIENCE:

• Knowledge of the Registrar’s Office functions preferred.

 SKILLS:

• Strong communication skills (oral and written) in English and Lithuanian.
• Strong attention to detail, proofreading accuracy, and organizational skills.
• Ability to handle sensitive information with confidentiality.
• Knowledge of Microsoft Excel and Word are required; familiarity with Excel/Word mail merge preferred.
• Experience applying organizational and regulatory standards in document drafting and formatting preferred.
• Ability to work professionally and collaboratively with students, faculty, staff, and external contacts, maintaining effective communication and a helpful attitude.
• Capacity to work independently and collaboratively in a fast-paced environment.
• Customer service–oriented mindset.
  .

LANGUAGES:

• Native speaker of Lithuanian.
• Fluent in English (oral and written).

OTHER:

• Needs to be available to work two Saturdays per year (second Saturday in December and one in late April/early May for graduation ceremonies).

WE OFFER:

• Exciting work opportunity in an international and multicultural environment.
• Friendly and supportive team and work culture.
• Additional paid week off during Christmas and New Year.
• Summer Fridays (workday ends at 1pm on Fridays during June and July).
• Professional development opportunities including international trainings through Erasmus+.
• Salary starting from 1500 EUR (before tax) and depends on the qualifications and skills of the applicant.