General Responsibilities:

Under the supervision of the Director of Student Services/Registrar, the Assistant Registrar is primarily responsible for accurate and timely reports concerning curriculum students’ records.

Specific Responsibilities:

Assistant Registrar Duties

• 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.
• 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).
• Stay informed of current state and federal regulations regarding student records.
• 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, overload requests, program evaluations, and withdrawal issues.
• Assist Registrar with programs of study, course maintenance, and Colleague set up each term.
• Assist Registrar with the timely and accurate reporting of enrollment and graduation data to the National Student Clearinghouse.
• Prepares CCP final grade report mailing at the end of each semester.
• Assist other staff across the college in helping to navigate and resolve registration errors in support of student registration activity.
• Assists in managing Curriculum waitlists to ensure the maximum number of students are enrolled each semester per class.
• Utilize the Informer software to provide program and/or enrollment data to departmental and college staff upon request.
• Provide necessary documentation, training, and leadership to staff and faculty including, but not limited to, Ellucian Colleague and Ellucian Self Service.
• Assist Registrar in monitoring changes that are needed in the college catalog and the Registrar’s Office website.
• Scan and index all documents to the student records in a timely manner.
• Manage inquiries for transcripts and degree verifications.  

Enrollment Management Duties

• Assist with student graduation issues and reporting.  Assist with identifying and processing completers who have not applied to Graduate and assist with awarding credentials under Reverse Transfer and Finish First initiatives.
• Coordinate communication for students, staff, and faculty with regard to procedure or changes as they relate to the Enrollment Management/Registrar’s Office.
• 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.
• Assist with course substitutions, requisite waivers, grade changes, program changes, student course withdrawals and other forms on a daily basis.
• Conducts graduation readiness audits and assists Vice President of Academics and Student Services in certifying students for graduation.
• Maintains records on non-completers.
• Maintains records of student success.
• Tracks retention of students.
• Assists with the graduation ceremony and serves as the backup graduation coordinator.
• Updates/Revises Student Resource Manual annually.

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, and Informer and/or future ERP systems; 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.