Assistant Registrar

POSITION: ASSISTANT REGISTRAR

DEPARTMENT: OFFICE OF THE REGISTRAR/STUDENT RECORDS

DIVISION: ACADEMIC AFFAIRS

WORK SCHEDULE: M-F 8:30 a.m. - 5:00 p.m. (additional hours as required) SALARY: Commensurate with experience

SUPERVISOR'S TITLE: Registrar/Director of Student Records

PRINCIPLE DUTIES AND RESPONSIBILITIES

• Assists the Registrar with daily operations in support of registration processes and the preparation and maintenance of students' academic records

• Provides assistance to callers and visitors to the Office of the Registrar and Student Records and manages email inquiries to the unit

• Coordinates transcript requests and provides degree and enrollment verifications for students and alumni

• Assists the Registrar with verification of student data to support the unit's regular external and internal reporting functions (including National Student Clearinghouse Enrollment and Degree Reporting, Military Reporting, IPEDS reports, Satisfactory Academic Progress (SAP) Notifications, and Midterm/Year-End Grade Reporting).

• Assists with student course enrollment by maintaining, updating, and sharing the Master Course Schedule for each academic term, entering schedule modification requests approved by the deans, and generating and sharing daily registration reports, as needed

• Develops and implements archiving, cataloguing, and digitization systems to ensure immediate accessibility of student records

• Assists with the clearance of applicants for graduation each semester/term and graduation processing

• Supports the Registrar with transfer, dual enrollment, credit by examination, and prior learning assessment evaluations

• Assists with maintaining the degree audit function of the student information system (Jenzabar)

• Performs troubleshooting duties related to data manipulation in all areas of the records and registration area

• Assumes and provides supervisory assistance in the absence of the Registrar/Director

• Attends meetings, training, and conferences, serves on committees on behalf of the unit and institution, and coordinates with faculty, administrators, and other campus units regarding processes and procedures associated with submission of grades, attendance tracking, roster generation, etc.

• Performs other duties as assigned by the Registrar/Director and Vice President for Academic Affairs

PREFERRED QUALIFICATIONS

• Demonstrated experience with computer software for record maintenance and management

• Successful work experience in registrar's office at the college/university level

• Experience with Jenzabar Student Information Systems

• Experience with National Student Clearinghouse services (including Enrollment Reporting, Degree Verify, and NSLDS Reporting)

• Experience with Parchment Transcript Service and Acalog Catalog Service

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Strong organizational skills to develop and maintain electronic filing systems in accordance with best practices

• Ability to quickly master various technologies to carry out duties and responsibilities

• Ability to articulate and implement policies associated with student records, including privacy laws

• Ability to accurately interpret and apply the College's academic policies

• Ability to prioritize multiple tasks to meet deadlines

• Ability to use information to make judgments that are in the best interest of students and the institution, in compliance with applicable laws, regulations, and professional standards

• Ability to analyze and apply data to make informed decisions and recommendations

• Strong verbal and written communication in addressing a wide range of constituents

• Proficiency in Microsoft Office Suite

• Ability to work well with others and to represent the College favorably to a wide range of constituencies, including faculty, students, parents, and community stakeholders

MINIMUM TRAINING AND EXPERIENCE:

A Bachelor's degree and three to five years of related experience in a post-secondary educational setting.