Assistant Registrar

Job description

Job Description: POSITION TITLE Assistant Registrar STATUS: Full time DEPARTMENT: Records and Registration DIVISION: Student Development/Enrollment Management CLASSIFICATION: Non-exempt UNION: Non-union REPORTS TO: College Registrar PLACEMENT: Professional, Grade 11 MINIMUM PAY RATE: $68,694 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff. POSITION SUMMARY Assist the Registrar with services to support the student enrollment process, prepare student records and enforce the college's policies and procedures for registration, transcripts, records, and graduation. Assist in advancing departmental and divisional efforts towards the strategic enrollment management plan. Requires occasional evening and/or weekend hours. ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES 1. Assist the Registrar with overseeing the operational, strategic, personnel, technical, and compliance areas of the Registration & Records department 2. Supervise staff in the processes related to incoming transfer transcripts. Oversee data management system associated with transfer evaluation, and maintenance of files of information needed for transfer evaluation (catalogs, IAI records, transfer agreements, etc.), Ensure continuity and equivalency requirements are met. 3. Oversee staff with initial evaluation processes of all transfer courses both foreign and military through established procedures and practices. 4. Oversee initial graduation certification for all degree and certificate programs. Assist with coordinating the graduation ceremony, related activities, and commencement communications to prospective graduates. 5. Support the hiring, supervision, scheduling, and evaluation of departmental staff, as assigned by the Registrar. Provide input to staff evaluations, co-conduct staff evaluations with the Registrar, and provide recommendations for hire to Registrar. 6. Support the management of budget and resources assigned to the Records & Registration department. Contribute to budget planning by providing recommendations to the Registrar and Dean to address immediate and long-term goals. 7. Partner with Academic Affairs and Student Development leadership, faculty and staff to establish ongoing efforts to develop and implement an electronic degree audit through Colleague. 8. Utilize department and college technology systems at an advanced (i.e.: super user) level. 9. Assist the Registrar in developing strategic planning, evaluating outcomes, and ensuring compliance with legal requirements. 10. Assist with overseeing daily office operations; supervise the maintenance of accurate and secure student records; and enforce all retention and release policies regarding the confidentiality of student data. 11. Report on all matters pertaining to academic standards, academic petitions, student progress, and maintenance of enrollment eligibility. 12. Compile, analyze and report data related to enrollment management and registration/records. 13. Write and maintain correspondence, student registration aids/toolkits, marketing materials, website content, policies and procedures relating to registration and records activities and enrollment management initiatives. 14. Oversee the record retention requirement and actions related to graduation, grades, transcripts, registration and records areas. 15. In the absence of the Registrar, assume responsibility for the oversight of the department. 16. Perform related duties as assigned. MINIMUM QUALIFICATIONS 1. Bachelor's Degree 2. Three (3) years of higher education experience in an enrollment related department (e.g.: admissions, student support services, registration, etc.) 3. Proficient knowledge of office technology, Microsoft Office (Word, Excel, Powerpoint) 4. Experience with student record technology (ERP such as Ellucian) 5. Ability and willingness to work cooperatively with a diverse population in a collegial environment. 6. Ability to effectively work independently and handle highly confidential matters. 7. Must be available to work occasional evening and/or weekend hours, as needed. PREFERRED QUALIFICATIONS 1. Master's Degree 2. Knowledge of Ellucian /Colleague system. 3. Experience working in Records/Registration setting. PHYSICAL DEMANDS 1. Normal office physical demands. WORKING CONDITIONS 1. Duties preformed indoors in the usual office environment. Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract. Application Procedures: "Apply to this Job at" Application Deadline: November 12, 2018 All offers of employment are contingent upon the following: * Satisfactory results of a background check * Post-offer, pre-employment Drug Screening for employees that are new to the College * Post-offer, pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires Joliet Junior College is an equal opportunity/affirmative action college supporting diversity. ANNUAL CLERY SAFETY REPORT (ASR) NOTICE FIRE SAFETY REPORT (FSA) and MISSING PERSON POLICY (MPP) FOR STUDENTS RESIDING IN "ON CAMPUS" STUDENT HOUSING Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security compliance document along with the Fire Safety Report (FSR) and the Missing Person Policy (MPP) for students residing in "on campus" student housing is available at the JJC Police Department website : If you would like to receive the ASR, FSR or MPP in booklet form, you may stop by the Campus Police Department located on Main Campus in G 1013 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses. This information is required by law and is made available by the Joliet Junior College Police Department.




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Job No:
Posted: 11/2/2018
Application Due: 11/12/2018
Work Type: