Assistant Registrar

Location
Carson, California
Posted
Oct 04, 2017
Ref
Recruitment 3105
Institution Type
Four-Year Institution

Position Information  

This is a full-time management (MPP) position.  MPP employees serve at the pleasure of the campus President.  MPPs do not serve a probationary period and never receive permanent status.

This position is a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Special Working Conditions: 

May require some Saturdays.  

Salary Range and Max Salary  

Review of applications will begin 10/18/2017, and the position will remain open until filled.
Salary is commensurate with experience.  

Conditions of Employment  

Possession of a valid Driver's License is required.  Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Due to the nature of this position, the successful candidate is required to complete a background check prior to assuming this position.  

Campus Marketing Statement  

California State University, Dominguez Hills, was established in 1960 and is one of the 23 campuses that comprise The California State University system.  CSU Dominguez Hills is an urban, comprehensive public university that serves a culturally rich, diverse student body of over 12,500 students at the undergraduate and graduate levels.  Located on a 346-acre site in the South Bay portion of the greater Los Angeles metropolitan area, CSU Dominguez Hills has a highly pluralistic student body, which includes a significant number of non-traditional, working adult students as well as approximately 2,000 students enrolled in distance learning programs statewide.  The University, with its five Academic Colleges, has more than 300 full-time faculty members and is situated in an area characterized by an extraordinary heterogeneity of people, and an extensive array of high technology industries and professional services.  

Department Marketing Statement  

Department: Records & Registration

The Office of Enrollment Management is responsible for determining student eligibility for admission to and graduation from the university. We process and evaluate applications and transcripts for admission purposes and are also responsible for determining student residency status, establishing student records, updating transfer credit, and maintaining transfer articulation agreements. Additionally, we register new and continuing students for classes, maintain academic records, prepare transcripts, and research and review petitions for exception to University policy.  We are responsible for delivering outreach services to local community colleges and high schools for recruitment purposes, along with providing the New Student Orientation.  Lastly, we provide financial aid services to the incoming and current student population.  

Major Duties  

Under the general direction of the University Registrar, this position serves as the Assistant Registrar by providing operational leadership for student relations centered units in Enrollment Management.  The incumbent is responsible for providing accurate information to the campus community regarding Enrollment Management policies and procedures, while ensuring staff and student assistants are trained and prepared to serve the campus in their capacities; Monitors and reviews student service processes, admissions and registration functions to ensure that data is entered and completed correctly and desired results are achieved.  The incumbent will serve as the campus liaison for troubleshooting complex student issues related to records, admissions, outreach, and financial aid, along with disseminating information concerning critical dates and deadlines to the campus community.  Additionally, the Assistant Registrar is responsible for ensuring all incoming documents, such as forms, are properly received, processed, and scanned, this includes being responsible for international documentation submission.  This position will be responsible for maintaining clear communication pathways or developing these pathways where a precedent does not exist. The incumbent will oversee photo identification services, to include training staff to use the equipment and inventory of all supplies.  Other areas of oversight include preparing and maintaining staff schedules, ensuring timely responses to student and applicant inquiries via in person, telephone, or online communication methods, which include but are not limited to, online chatboxes, texts, and emails.  This position will require data assessment in order to ensure maximum efficiencies and positive student experiences.  From this data analysis, the incumbent will problem solve by exploring technology driven solutions and will implement possible changes.   Qualifications   Minimum

Qualifications:
Required Education:  Bachelor's degree from a four-year college or university. 

Preferred Education:  Master's degree in liberal arts, communication, education or business. 

Required Experience:  Three years of responsible, related professional experience including or supplemented by two years of progressively supervisor or management experience.  Proficient in the use of online student information systems.

Preferred Experience:  Experience as a supervisor in a high volume multi-functional customer service environment.   PeopleSoft experience.  A demonstrable commitment to student success in public higher education. 

Required Knowledge, Skills, and Abilities:
Knowledge of customer service techniques, online student information systems, principles, methods and relevant issues to organizational and personnel management.

Skills in written and oral communication.  Skills in working with multiple online databases and multi-tasking. 

Abilities to plan, organize, and work independently; ability to connect immediate tasks/goals to larger initiatives on campus; ability to energize and lead a customer service centered staff; ability to develop and maintain effective, cooperative and harmonious working relationships in circumstances which may involve denials of requests; ability to respond positively to changing work priorities and processes and mentor this ability for staff. 

Specialized Materials: The position activities may require the use of the following equipment, machinery, tools,vehicles or office equipment:
Central computer (student service information system), personal computer, calculator, photocopier, multi-line telephone system, email.

Certification:  Valid Drivers License  

Responsibilities  

40% - Management of the day-to-day operations of the student relations centered units, primarily customer service and records units. Ensures that students, staff, faculty, and the community receive timely and accurate information regarding offices within Enrollment Management and the campus.  Notifies the staff regarding policy and procedural changes.  Evaluates the effectiveness of processes and procedures.

Acts as the campus liaison to resolve escalated student issues that involve cross unit and department collaboration.  This liaison role involves complex troubleshooting with areas such as advising, student financial services, course schedulers, and other academic partners. 

Assist in administering policies outlined in the University catalog, federal, state and system-wide regulations such as Title 5, FERPA and Chancellor's Office executive orders. 

Maintain the physical appearance of the common area, this includes using technology to provide updates on television monitors and computers, ensure that supplies are stocked, appropriate signage and messaging is used.

20% - Monitor and determine work priorities for the area.  This involves analysis of records related processes including course registration, faculty support for registration related issues, change of grade cards, petition for exception forms, alternative enrollments, and enrollment verifications. 

Maintain weekly staffing schedules and monitor staff time.  Review and approve staff absence request forms.

Train appropriate staff and student assistants and ensure that all staff are consistent and accurate with their responses to students, applicants, faculty, staff, and community.  This includes keeping up to date business process guides, developing training materials as needed, and administering trainings as needed.

10% - Complete weekly assessment reports that include data analysis of visitor traffic, the nature of their inquiries, and identify peak times in order to develop strategies for serving the community. 

Conduct research and analysis on current technology driven trends in providing service and make recommendations on best practices for the office.  
    
10% - Support Enrollment Management with specific student initiatives such as identifying communication pipelines and amending any possible communication roadblocks.  These pipelines include partnering with the international education office on document submissions processes and authentication. 

10% - Oversee the retention and scanning of specific incoming records.  This includes researching and developing best practices for retention and scanning services, such as developing schedules and cross checks for accuracy.

10% - Perform other duties as assigned.  

To Apply, please visit:  http://www.csudh.edu/hr/job-opportunities/  

To apply for this posting (Non-CSUDH Employees):
Step 1: Select and read the qualifications for the position you are interested in
Step 2: Click 'Apply Now' at the bottom of the screen
Step 3: Login or Register (Create Username and Password)
Step 4: Select apply with or without resume
Step 5: Provide contact information and answer required questions
Step 6: Click 'Submit' 

Closing Statement  

California State University, Dominguez Hills, is an equal employment opportunity employer, and is strongly committed to achieving excellence through a diverse workforce. The University actively encourages applications of all qualified individuals.

California State University Dominguez Hills is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.   For more information or definition of these terms please visit, http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf  http://www.dol.gov/ofccp/regs/compliance/posters/pdf/Supplement_English.pdf

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call the Human Resources Office at (310) 243-3771 or the Academic Affairs Personnel Services Office at (310) 243-3766.

Clery Act crime statistics for CSUDH are available at http://www.csudh.edu/dhpd/dhpd.htm, or by calling University Police at (310) 243-3639.

Upon appointment all candidates must furnish proof of eligibility to work in the U.S.