Workforce Continuing Education Registrar - UPDATED

Workforce Continuing Education Registrar - UPDATED


Southwestern Community College
447 College Drive
Sylva, NC 28779
Phone: 828-339-4000

Job Location

Sylva, NC



$36,708.00 - $42,540. Annually


State Health Plan, life insurance,

Job Category

  • Professional

Application Period

Opens: Monday, April 15, 2024
Closes: Monday, June 10, 2024

Target Start Date

Monday, June 10, 2024

Expected Work Hours

8 am - 5 pm Mon - Thurs, 8 am - 12 pm Fr

Reports to

Dean of Workforce Continuing Education

Employment Type

Full-Time Non-Exempt Staff

Minimum Qualifications

Associate's degree in a related business or education field

Preferred Qualifications

Bachelor's Degree preferred

Position Description

Statement of Primary Purpose

Provides internal auditing and reporting of FTE data in compliance with State Board of Community College Code and the College's Accountability and Integrity Plan.  Ensures accurate record keeping and reporting of the Institutional Class Report each term for Continuing Education and College and Career Readiness.    


Essential Functions and Responsibilities

  • Responsible for accurate reporting, review, and compliance for all Continuing Education on membership/contact hours.
  • Oversees and implements accurate student tracking to ensure no class/instructor overlaps and maintains proper underage student documentation.
  • Ensures compliance with the State Board of Community College Code, General Statutes and the College Accountability and Integrity Plan.
  • Utilizes appropriate college programs to complete data entry of student enrollment information and college reporting for Continuing Education.
  • Responsible for processing all Continuing Education, and College and Career Readiness FTE reporting for the Institutional Class Report each term.
  • Ensure compliance with all FERPA regulations.
  • Responsible for preparing statistical reports utilizing college database and report writing programs.
  • Conducts report analysis and ensures data accuracy.
  • Responsible for reviewing and implementing rule changes and new procedures.
  • Completes and ensures accuracy of the Enrollment Estimate Reports.
  • Completes and ensures accuracy of the Continuing Education Registration Report.
  • Prepares and mails/delivers student transcripts.
  • Maintains up to date course library.
  • Maintains various files including instructional contracts, class payments, class records, change of grades, age permissions, instructor and class approvals, course outlines, class visit forms, etc.
  • Collaborates in the College's transition to relevant programs and applications for accurate reporting of Continuing Education activities.


Additional Duties and Responsibilities

  • Provide administrative assistance, including speaking with and registering students, and assisting Instructors, Coordinators, Directors, and Deans with correct reporting procedures. 
  • Registers students for classes and submits registration fees and paperwork to the business office.
  • Collaborates with the business office staff to resolve billing issues.
  • Collaborates with the College's Institutional Research and Planning Department to provide statistical data.
  • Responsible for accurate Tier Designations, tuition, fee waivers, WCE Credentials List, Combined Course Library, and Reporting Dashboards.
  • Assists Compliance Officer by pulling files, providing additional documentation, and answering questions.
  • Aids existing Administrative Assistants with reporting questions and provides training for all new Administrative Assistants in Continuing Education.
  • Notary Public for the Continuing Education Department. 


Minimum Qualifications


Prefer bachelor's degree in related business or education field. 


Knowledge and Skills

  • Two – five years' experience in higher education or office setting with internal auditor type duties.  Prefer 2 years' experience in Continuing Education enrollment and records function.
  • Demonstrated effective use of database programs.  Prefer experience with Ellucian Colleague system.
  • Demonstrated effective use of Excel, Word, and Google suite applications.
  • Demonstrated accuracy and ability to attend to details.
  • Ability to learn new database and reporting systems.  Familiarity with Destiny One preferred.
  • Knowledge of or ability to learn State Board of Community College Code, General Statues and the College Accountability and Integrity Plan related to continuing education reporting.
  • Must be flexible in work assignments and able to frequently shift from one task to another without completion of the first task.

Physical Demands

Occasional lifting/moving of boxes of paper, contracts, files, registration forms, etc.  Ability to sit for long periods and perform routine office work and data entry.


Licensing Requirement

NC Notary Public


Working Conditions and Environment 

Occasional work on weekends or nights. Travel to off campus centers and locations within the state for meetings, training and testing.


Equipment Operation

Computer, typical office equipment


This position description covers the most essential functions and duties associated with this position.  Other duties may be assigned by the President or appropriate supervisory personnel.  The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary

How to Apply

Submit applicaiton on Southwestern Community College website:

Job Post Contact