Registrar

Registrar

Employer

Pitt Community College
1986 Pitt Tech Road
Winterville, NC 28590
Phone: 252-493-7200

Job Location

Main Campus, Greenville, NC

Salary/Grade

11

Benefits

State of NC

Job Category

  • Executive/Administrative/Managerial

Application Period

Opens: Monday, July 12, 2021
Closes: Monday, July 26, 2021

Target Start Date

Wednesday, September 1, 2021

Expected Work Hours

40 hours per week

Reports to

AVP, Enrollment Services

Employment Type

Full-Time

Minimum Qualifications

Bachelor's degree in Business, Accounting, or Computer Science, or closely related field; supplemented by minimum three (3) to five (5) years previous work experience in a Registrar’s office at a North Carolina Community College; or an equivalent combination of education, training, and experience.

Preferred Qualifications

Physical Requirements: Must be physically able to operate a variety of automated office machines, which include computers, typewriters, calculators, copiers, facsimile machines, etc. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.
 
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
 
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.
 
Language Ability: Requires the ability to read a variety of reports, correspondence, requests, college catalogs, etc. Requires the ability to prepare correspondence, reports, forms, timesheets, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Must be able to speak to people with poise, voice control and confidence.
 
Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
 
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Requires the ability to utilize consulting and advisory data and information, as well as reference, descriptive and/or design data and information as applicable. Must be able to communicate effectively and efficiently jn a variety of technical or professional languages, including legal, accounting, plumbing, mechanical and electrical terminology.
 
Numerical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; and may require ability to utilize principles of fractions and/or interpret graphs.
 
Formal Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
 
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.
 
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).
 

PERFORMANCEINDICATORS
 
The work performance of supervisory personnel of Pitt Community College is routinely evaluated according to the performance criteria outlined herein:

Knowledge of Job: Has thorough knowledge of the methods, policies, and procedures of the Student Development Services Department as they pertain to the performance of duties of the Registrar. Has thorough knowledge of the methods, procedures and policies of Pitt Community College as they pertain to the performance of the essential duties. Thorough knowledge of principles and practices of organizing and supervising all activities related to the registration process. Has thorough knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. Has considerable knowledge of the organization of the department, and of related departments and agencies. Has clear knowledge of any occupational hazards and adheres to safety precautions inherent in performing the essential functions of the work. Has considerable knowledge of terminology and related professional languages used within the department as they pertain to work responsibilities. Has knowledge of how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as any external entities with which position interacts.
 
Quality of Work: Maintains high standards of accuracy in performing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains quality communication and interaction with intra- and interdepartmental personnel, and any external entities with which position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively in a manner to produce a quantity of work, which consistently meets established standards and expectations.
 
Dependability: Assumes responsibility for completion of assigned functions. Completes assigned work within established deadlines in accordance with directives, policies, standards, and prescribed

 Procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
 
Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides sufficient notice to upper management with respect to vacation time and leave requests.
 
Initiative and Enthusiasm: Exhibits an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction.
 
Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identification of alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advisement where appropriate, and researches issues, situations, and alternatives prior to exercising judgment.
 
Cooperation: Accepts supervisory and managerial instruction and direction, and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified, i.e., poor communications, variance with established policies and procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation both intra- and interdepartmentally.
 
Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships both intra- and interdepartmentally, and with external entities with whom position interacts. Tactfully and effectively handles requests, suggestions, and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

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 for work elements, and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards, to include regulatory entities. Ensures such standards are not violated.

Planning: Plans, coordinates and utilizes information effectively in a manner to improve activities and production. Knows and understands expectations regarding such activities and works to ensure such expectations are met. Develops and formulates ways, means, and timing to achieve established goals and objectives. Effectively and efficiently organizes, arranges, and allocates man power, financial and other designated resources to achieve such goals and objectives.
 
Organizing: Efficiently organizes own work and that of subordinates as well. Ensures personnel under charge understand what results are expected of them, and that each is regularly and appropriately informed of all matters either affecting or of concern to them.

Staffing: Works with upper management, where appropriate, to select and recommend employment of qualified personnel. Personally directs the development and training of personnel under charge, ensuring their proper induction, orientation, and training.

Leadinq: Provides a work environment, which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership, as well as the application of such principles to functions under charge. Provides adequate feedback to personnel under charge concerning their performance in terms of excellent, satisfactory, or lacking. Commends and rewards personnel under charge for outstanding performance, and takes timely and appropriate disciplinary action as necessary. Exercises enthusiasm in influencing and guiding others toward achievement of established goals and objectives.
 
Controlling: Establishes and maintains 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 duties and responsibilities as necessary and/or appropriate to meet goals, enhance abilities of personnel under charge, build their confidence, and assist them in personal growth. Establishes and maintains confidence in personnel under charge to meet new or additional expectations.
 
Decision Making: Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge. Recognizes when a particular policy, procedure or strategy does not foster the desired result. Moves decisively and explicitly to develop and implement alternatives.
 
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of functions under charge. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change that supports achievement of goals and objectives.
Human Relations: Strives to develop and maintain excellent rapport with personnel under charge. Listens to and considers their suggestions and complaints, and responds appropriately. Establishes a work environment to promote and maintain mutual respect.
 
Policy Implementation: Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization. Adheres to all policies in the discharge of duties and responsibilities, and ensures the same for personnel under charge.
 
Policy Formulation: Maintains current knowledge of changes in operating philosophies and policies, and routinely reviews such policies to ensure any changes in philosophy or practice are appropriately incorporated into functions under charge. Recognizes and understands the relationship between operating policies and practices and morale and performance. Strives to ensure established policies enhance same.
 

Position Description

Description

Under general direction, the purpose of the position is to provide supervision of clerical support and to all activities related to the registration process. Employees in this classification perform supervisory and managerial work. Position is responsible for organizing and supervising all activities related to day, evening, and special registrations; curriculum student admissions; access and distribution of student data; and distribution and verification of applicant data, class rolls, advisor lists, advisee lists, grade sheets, and advisor grades to faculty. Performs related work as directed. Reports to the Assistant Vice President of Enrollment Services.

Anticipated Mid-Hiring Range ~ $52,000

Specific Duties and Responsibilities

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Supervises the Office of the Registrar’s staff.  

Directs, coordinates and monitors all curriculum and continuing education registration activities at the college.

Sets up the registration files and screens in Colleague and WebAdvisor before each registration period. Interprets registration procedures for faculty and students.

Directs preparation and issuance of credentials for all completers to facilitate the graduation/completion process.
 
Directs the preparation and issuance of official student transcripts in compliance with Family Educational Rights and Privacy Act.
 
Directs compiling and maintenance of centralized academic records for all current and former students and their usage.
 
Directs certification of student enrollment to various federal, state, and local government agencies; employers; and financial assistance agencies.
Directs and supervises entry of grades, official withdrawals, removal of incomplete classes, credit by examination, and graduate data into student database.
 
Directs and supervises the evaluation of high school transcripts.

Confers with counselors, parents, prospective students and others concerning admissions requirements and student transfer credit policies; directs evaluations of student academic records for transfer credit.

 Develops and directs the implementation of clerical procedures used in the admissions process including the Office of Placement Testing.
 
Ensures campus-wide compliance with the Family Educational Rights and Privacy Act.
 
Conducts needs assessments and evaluates enrollment activities in order to recommend immediate and future technology and operational enhancements to support the enrollment management goals. Using Informer and other data extraction tools, structures, maintains, retrieves, and assesses data to inform tactical and strategic decision-making in response to requests from faculty, staff and administrators.
 
Produces routine Informer reports required by SDS staff, faculty and others.
 
Expands and maintains Communications Management tracks to enhance communication with students by producing more Communication Management emails as reminders, notifications of upcoming events, etc.
 
Trains other areas of the college to use this functionality.
 
Assists the Assistant Vice President of Enrollment Services with the set-up, testing, design, and implementation of current and future technologies, including the CFNC online application, RECRUIT, Ellucian’ s self-service portal, Web Attendance Tracking, etc.
 
Acts as a liaison with IT to troubleshoot software systems outside of Colleague used by Enrollment Services (Advisor Track, Placement Testing, etc.)

Maintains the SoftDocs document imaging software for the Student Services division.
 
Conducts training sessions for faculty & staff in using various functions of the Colleague student system. Attends meetings, workshops, and conferences as necessary.

Provides assistance to auditors such as the FTE, Fiscal, and Veterans Administration. Sets goals and objectives in support of all job requirements.

Serves on committees and improvement teams as requested.

Receives and/or reviews various records and reports including inquiries, issues, records, reports, correspondence, memos, etc.
 
Prepares and/or processes various records and reports including reports, records correspondence, etc.

Refers to policy and procedure manuals, computer manuals, codes / laws / regulations, publications and reference texts, etc.
 
Operates a variety of office equipment such as computer, printer, telephone, calculator, etc. Uses general office supplies.

Interacts and communicates with various groups and individuals including immediate supervisor, coworkers, staff, and the general public.

ADDITIONAL JOB FUNCTIONS
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may be performed by other unit members. Performs related duties as directed.