Position Description

DEFINITION

The Assistant Registrar performs a multitude of tasks to support the Registrar’s Office including data entry, maintenance and preparation of student records, problem solving student records and system errors, assistance in faculty grading and attendance, preparing for the start and the end of a semester through various reports and other tasks. This position supports other areas of the department in relation to graduation, transcripts, and program changes and the college as a whole.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the Registrar.  

Assists with training of staff and student workers.

Supervises Registrar’s Office staff.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS--Essential and other important responsibilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties.  Other essential duties may be assigned consistent with the general scope of the position.

Essential Functions:

Maintain strict confidentiality of student records and other materials or information of a confidential or sensitive nature as it relates to FERPA (Family Educational Rights and Privacy Act)

Assist Registrar with organizing and supervising the maintenance of all student records, including the retention of permanent records, verification of information, and ensuring student privacy.  

Assist Registrar with the timely and accurate reporting of enrollment and graduation data to the National Student Clearinghouse.

Assist Registrar with implementation of policies and procedures within the Registrar’s Office and participate in annual unit goals and objectives.

Provide necessary documentation, training, and leadership to staff and faculty including, but not limited to, Ellucian Colleague, Ellucian Self Service, and Softdocs.

Assist other staff across the college in helping to navigate and resolve registration errors in support of student registration activity.

Assist Registrar with the tracking of final grades and attendance from faculty.

Monitor and update advisors in the data system and help maintain the advisor listing each term.

Monitor grade changes as submitted by faculty and enforce the grade change policy.  Answers questions from faculty and students regarding grades and attendance.

Monitor and assist the Graduation Specialist with student graduation issues and reporting.  Assist with identifying and processing completers who have not filed an Intent to Graduate and assist with awarding credentials under Reverse Transfer and Finish First initiatives.

Assist with monitoring student course withdrawals in the withdrawal system; process withdrawals and answer questions of faculty, staff, and students in relation to withdrawals.

Evaluate college/university transcripts as needed. Research course equivalency with Transcript Evaluation Coordinator or other academic areas as needed.

Assist Registrar with management, set up, and deactivation of priority registration and the wait list in Colleague each term.

Monitor the Softdocs Etrieve forms and process course substitutions, requisite waivers, grade changes, Incomplete forms, program changes, academic forgiveness, and other forms on a daily basis. Navigate student documents in Softdocs for research and information.

Assist with the Commencement ceremony planning and participate where needed.

Assist Registrar in monitoring changes that are needed in the college catalog and the Registrar’s Office website.

Utilize the Informer software to provide program and/or enrollment data to departmental and college staff upon request.

Assist students, staff, and/or faculty in problem solving in a manner that is sensitive to the issues at hand while complying with institutional policies and procedures.   These may include but are not limited to registration issues, override requests, overload requests, program evaluations, and withdrawal issues.

Respond to inquiries from students, parents, faculty, and staff on matters of College policies and procedures relating to admissions, residency, registration, add/drop, refunds, course scheduling, grades, no shows, course reinstatements, withdrawals, transcripts, program changes, course substitutions, requisite waivers, credit for prior learning, graduation, GPA’s, and other relevant information.

Coordinate communication for students, staff, and faculty with regard to procedure or changes as they relate to the Registrar’s Office.

Actively participate on departmental and college committees as assigned.  

Stay informed of current state and federal regulations regarding student records.

Assist Registrar with investigating, researching, and exploring new procedures and technologies in order to improve student services and provide benefits to the College.

Represent the College and the Registrar’s Office in a positive and professional manner and collaborate with academic and other Student Service offices to contribute to the retention of students.

Other Important Functions:

Required to remain current in the position’s required fields of professional expertise and competencies including computer skills and other knowledge required for job proficiency.

Maintain awareness of new developments in Ellucian Colleague, Self Service, Softdocs, and Informer; incorporate any new upgrades into daily responsibilities and provide staff training when necessary.

Assist in the promotion and coordination of specific activities and events sponsored by Student Services.

Duties of this position will involve working long hours during peak times and may involve attendance at evening or weekend events.

Perform other related duties and responsibilities as required.

Qualifications

Knowledge of:

FERPA (Family Educational Rights and Privacy Act) as it relates to higher education documentation and confidential records.

Higher education practices.

Ability to:

Perform related work as required.

Independently problem solve.

Utilize technology and computer software such as Microsoft Office Suite and integrated data systems (i.e. Ellucian Colleague).

Multitask and remain organized.

Communicate clearly and concisely, both orally and in writing.

 Maintain effective audio-visual discrimination and perception needed for:

• Making observations
• Communicating with others
• Reading and writing
• Operating assigned equipment

Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:

• Standing or sitting for extended periods of time
• Operating assigned equipment

Maintain mental capacity, which allows the capability of:

• Making sound decisions and using good judgment
• Exercising initiative in the completion of work
• Maintaining confidentiality as appropriate
• Answering questions
• Demonstrating intellectual capabilities

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training

• An Associate’s degree or two or more years of related work experience. 
• Two or more years of experience in Student Services/Affairs or closely related experience.
• Experience in supervision and/or management; collaborative and inclusive leadership style.

Preferred Education/Training

Experience using an integrated data system such as Ellucian Colleague.

Experience with a document imaging and retention system (such as Softdocs, OnBase, or ImageNow).

Supplemental Information

• This posting has been updated, previous applicants are encouraged to re-apply.
   
• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.
• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.