Main Campus, Winterville, NC
Closes: Sunday, December 11, 2022
Target Start Date
Expected Work Hours
Associate’s degree with course work emphasis in Business Administration, Computer Science, or a related field; supplemented by two (2) years previous experience and/or training involving academic registration procedures, records management, office administration, personal computer operations, and basic supervision; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Bachelor’s degree preferred.
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Dexterity: Requires the ability to perform skilled coordinated movements, such as operating computer keyboards and general office equipment.
Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
Knowledge of Job: Has considerable knowledge of the methods, policies, and procedures of Pitt Community College and of departmental practices as they pertain to the performance of duties relating to the position of Assistant Registrar. Has considerable knowledge of practices and procedures relating to college admissions and student registration activities. Has considerable knowledge of record management practices and procedures. Has considerable knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. Is able to effectively communicate and interact with subordinates, supervisors, students, faculty, the general public, and all other groups involved in the activities of the department. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Is able to use independent judgment and work with little direct supervision as situations warrant. Has the mathematical ability to handle required calculations using percentages and decimals. Is knowledgeable and proficient with computers and related software programs. Is able to read, understand, and interpret technical and computer reports and related materials.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all departments/divisions, co?workers, students, faculty, and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, established policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Attendance: Attends work regularly and adheres to established policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time?off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self?reliant, and self?starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and college benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships with department employees, students, faculty, managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the college and project a positive image. Tactfully and effectively handles requests, suggestions, and complaints from other departments and persons in order to maintain good will. Interacts effectively with fellow employees, supervisor, students, faculty, professionals, and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time?management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions, and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the college and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Planning: Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations regarding the activities of the department and works to see that these expectations are met. Designs and formulates ways, means, and timing to achieve the goals and objectives of the department and the college. Within the constraints of established policy, formulates the appropriate strategy and tactics for achieving departmental and college objectives. Organizes, arranges and allocates manpower, financial, and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the department and college.
Organizing: Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all college and department matters affecting them and/or of concern to them.
Staffing: Works with other college officials and management to select and recommend employment of personnel for the department who are qualified both technically and philosophically to meet the needs of the department and the college. Personally directs the development and training of department personnel in order to ensure that they are properly inducted, oriented and trained.
Leading: Provides a work environment which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of established goals and objectives.
Controlling: Provides a work environment which is orderly and controlled. Coordinates, audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits, and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of established standards, methods and procedures.
Delegating: Assigns additional duties to staff as necessary and/or appropriate in order to meet department goals, enhance staff abilities, build confidence on the job, and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.
Decision Making: Uses discretion and judgment in developing and implementing courses of action affecting the department. When a particular policy, procedure, or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.
Creativity: Regularly seeks new and improved methodologies, policies, and procedures for enhancing the effectiveness of the department and college. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.
Human Relations: Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.
Policy Implementation: Has a clear and comprehensive understanding of established policies regarding the department and college function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.
Policy Formulation: Keeps abreast of changes in operating philosophies and policies and continually reviews department policies in order to ensure that any changes in college philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same.
Under limited supervision, the purpose of the position is to assist the Registrar by coordinating activities involving registration, and academic records management. Employees in this classification perform supervisory and administrative work. Position is responsible for supervising and assisting with admissions and registration activities, supervising utilization and maintenance of student records, verifying class rolls, processing refund requests, and providing information to students and faculty/staff. Manages the Office of the Registrar in the absence of the Registrar to assure that the functions and services are provided in a timely, effective, and secure manner. Performs related work as directed.
Assists Registrar as needed to maintain department functions and confidentiality of all academic records.
Supervises, and directs, assigned staff, processing employee concerns and problems, directing work, counseling, and disciplining.
Coordinates daily work activities; organizes, prioritizes, and assigns work; allocates personnel amongst the various campuses as appropriate; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.
Ensures compliance with applicable laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations; Provides FERPA information to students, faculty, and staff; distributes and processes FERPA consent/release forms when necessary.
Consults with Registrar and other officials to review division operations/activities, review/resolve problems, receive advice/direction, and provide recommendations.
Communicates information and assistance to students, faculty, and staff regarding policies and procedures pertaining to registration, academic records, and all other functions of the Office of the Registrar; responds to routine questions/complaints and initiates problem resolution.
Supervises administrative tasks relating to usage, maintenance, and management of student records in accordance to federal and state regulations; coordinates maintenance of computerized and hard-copy files; utilizes optical imaging equipment to research or retrieve student files.
Performs procedure for student registration, students withdrawing from classes; schedule adjustments; and drop/add requests, including determination of eligibility for registration, approval of enrollment in classes, process transcript requests, enrollment verifications, GPA calculation.
Performs general/clerical tasks, respond to telephone, customer walk-in and emailed inquiries and requests regarding services and procedures of the Office of the Registrar.
Review and process various documentation, to include but not limited to forms, reports, correspondence, last date of attendance reports, registration requests, drop/add requests, name change requests, course substitutions, grade changes, official withdrawals, credit by examination, incomplete grades, policies, procedures, regulations, manuals, reference materials, or other documentation; retains as appropriate.
Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; attends workshops and training sessions as appropriate.
Process and troubleshoot student registration activities to internal FTE auditor. Assist in the College’s records retention and disposal functions as designed by the Registrar.
Provides assistance and training staff, faculty, and work study students in accessing/utilizing data in computerized student database.
Receive and utilize cross-training for designated functions in order to service broader Office of the Registrar needs.
Participate and supervises the graduation and commencement process.
Performs related duties as requested or assigned.