Registrar

Job description

Posting Details

Posting Details (Default Section)

Recruitment Type: Open (Internal and External applicants) Special Instructions to Applicants

Note: New employees will be placed at the first step which is $7,184 per month, second step $7,548 per month, or third step at $7,930 (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $8,753.00 per month is reached on the salary schedule.

Position Title Registrar Location Los Medanos College Posting Number 0001212 # of Openings 1 Range 77 Salary $7,184.00 - $8,753.00 (See initial salary placement guidelines above). Position Status Permanent Overtime Status Exempt (not eligible) Position Full-Time If temporary, employment duration: N/A # of Hours Scheduled Per Week 40 Work Schedule By Day and Work Hours

Monday through Friday, 8am – 5pm.

Shift Differential % N/A # of Months 12 Non-work Periods: N/A EEO Job Category Executive/Administrative/Managerial Employee Group Supervisor Department L1003-Admissions & Records Position Definition

Under the general direction of a higher level manager, the Registrar provides direct supervision to staff related to registration, maintenance of records, coordinated data processing services, veterans services, athletic eligibility, degree evaluation, certificates, transfer and graduation in accordance with state and federal codes and regulations, and District and College policies and procedures. Additional responsibilities include coordinating communications, training, supervision and evaluation of the performance of assigned personnel.

Distinguishing Characteristics Examples of Duties/Essential Functions

Duties/essential functions may include, but not be limited to, the following:

  • Directs the day-to-day operations of the Registration and Records Office to assure compliance with state and federal policies and procedures. Ensures consistent application of policies and procedures.
  • Serves as a technical resource for the department staff and a technical backup for the supervising manager. Assists in troubleshooting system problems, assesses computing needs and makes recommendations for program improvement.
  • Assesses coordination of approved curriculum as it interfaces with student registration processes to ensure that prerequisite controls are properly functioning.
  • Ensures that all beginning of term and end of term processes are accurate and completed in a timely manner, in particular, those that relate to MIS data reporting. Completes data for FTES State report.
  • Maintains open communication and coordinates with counseling services, curriculum articulation, financial accounting, financial aid and other enrollment services departments.
  • Resolves and responds to complaints from college personnel, general public and outside agencies.
  • Serves as a liaison with District auditors to ensure timely provision of requested data.
  • Oversees and troubleshoots the degree audit program through software analysis, process mapping, testing, training, and documentation.
  • Manages and supervises the certification process for veterans and athletic eligibility.
  • Coordinates the document imaging function.
  • Trains and evaluates the performance of assigned personnel in accordance with District policy; assigns employee duties and reviews work for compliance with established requirements and procedures.
  • Directs and automates the retention/destruction of student records in accordance with District guidelines and state and federal regulations.
  • Monitors and assesses department policies and procedures for operational efficiency; participates in the development and implementation of policies and procedures to enhance the operational efficiency of student registration and records activities.
  • Supervises and participates in the input of enrollment data into an assigned computer system; establishes and maintains automated records and files; assures accuracy and completeness of input and output data and related transactions; initiates queries and generates computerized reports.
  • Oversees the preparation of instructor packets, drop rosters, rosters and grades as directed.
  • Participates in the development and implementation of department plans, goals, objectives, projects, calendars and employee schedules.
  • Participates in the development and coordination of the student services sections of the college catalog, schedule of classes and website.
  • Coordinates and oversees all testing of the student database and all associated programs within the department.
  • Assists in the development and preparation of the annual budget for the department; controls and authorizes expenditures in accordance with established limitations.
  • Attends and conducts various meetings as needed or assigned. Participates on various committees as required.
  • Develops, implements and conducts staff training sessions as needed or directed.
  • Communicates with appropriate administrators concerning registration, graduation deadlines, state audit regulations, statistics, and changes in state regulations. Represents department in meetings, decision-making and crisis resolution as necessary.
  • Performs other related duties.
Minimum Qualification-Education/Experience

Bachelor’s degree from an accredited college or university or equivalent.

Three years increasingly responsible experience in college admissions, registration and records, including at least one year providing technical or functional supervision to staff or any equivalent combination of training and experience in another student services area.

Minimum Qualification-Knowledge Of

Policies, procedures, functions, and organization of a college, specifically student registration and records; state and federal laws, codes and regulations related to registration, matriculation and records maintenance; graduation and transfer requirements; modern automated record-keeping systems; computer software applications including spreadsheet, database, and word processing programs; oral and written communication skills; correct English usage, grammar, spelling, punctuation and vocabulary; community college organization, operations, policies and objectives; interpersonal skills using tact, patience and courtesy; policies and objectives of assigned programs and activities; budget preparation and control.

Minimum Qualification-Skill To Minimum Qualification-Ability To

Coordinate, control, and direct the activities and functions of the Registration and Records Services; implement policies, procedures and guidelines related to assigned functions to ensure a service oriented operation; assure compliance with State, Federal and College regulations, requirements, policies and mandates; train, supervise and evaluate personnel; establish and maintain cooperative and effective working relationships with others; maintain records and prepare reports; read, interpret, apply and explain rules, regulations, policies, and procedures; resolve complex or escalated issues with respect to students and registration activities; maintain current knowledge of program rules, regulations, requirements and restrictions; analyze situations accurately and adopt an effective course of action; work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high quality services; demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

Desirable Qualifications

•Ability and enthusiasm to work closely with district and college teams, to coordinate, plan and deliver a full range of enrollment services.
•Experience organizing and supervising office work flow with ongoing focus on delivering quality customer service.
•Experience maintaining records on a complex student software system, with the ability to trouble-shoot, test and train on automated procedures.
•Strong communication and presentation skills, including the ability to work one-on-one with students, faculty and staff, as well as address and facilitate large interactive group sessions.
•Demonstrated commitment to fostering student equity and inclusion, and ability to communicate and work effectively with students, faculty, staff, and community members of diverse backgrounds, cultures, languages, and abilities.

Job Open Date: 11/27/2018 Job Close Date: 01/04/2019 Open Until Filled No Diversity Statement

It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Foreign Degree and Credit Statement:

In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

About Us

About the District
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.

Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.

As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 52,088 students a year, in 2017-18 fiscal year the demographic make-up of the students was 10% Black/African American; 17% Asian/Pacific Islander; 33% Hispanic/Latino; 29% White/Caucasian; and 11% Other.

The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.

Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.

Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nation’s most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC’s career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.

Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:

Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Agency Shop: Local One Classified positions are within a collective bargaining unit. Local One employees are required to join the union or pay an equivalent service fee. This is a one-time initiation fee of $45.00 and monthly contributions of 1% of gross pay + $1. The United Faculty positions are also within a collective bargaining unit. United Faculty employees are required to join the union or pay an equivalent service fee. The monthly contribution is an agency fee of .55 % of gross pay + $2.50.

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
http://www.4cd.edu/hr/localonecontract/2015-2018%20Local%201%20Contract.pdf

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):

http://www.4cd.edu/gb/policies_procedures/MANUALS/MSC_08.pdf

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)

All job offers of employment are conditional upon the applicant’s satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations

In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to (925) 229-1000 ext. 1298 or [email protected]. For administrative purposes, requests must be made at the time of application.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please respond to the following required Supplemental Questions addressing the minimum and desirable qualifications. The information provided in these questions will be used to determine which individuals will be invited for an interview. In order to receive every consideration in the selection process, you must complete ALL questions with concise but detailed answers and provide all requested information. Each answer will be evaluated separately. Be sure to clearly show on your application ALL previous work experience, education and training which qualifies you for this job. Referral to a resume or writing N/A in lieu of a response to any question on either the application or supplemental questionnaire is not an acceptable answer. Applicants submitting incomplete applications will be disqualified from consideration. Indicate "Yes" that you have read and understand these instructions.
    • Yes, I have read and I understand the above instructions.
  2. * Please tell us how you meet the minimum qualification of: Bachelor’s degree from an accredited college or university or equivalent.

    (Open Ended Question)

  3. * Please tell us how you meet the minimum qualification of: Three (3) years increasingly responsible experience in college admissions, registration, and records, including at least one year providing technical or functional supervision to staff or any equivalent combination of training and experience in another student services area.

    (Open Ended Question)

  4. * Describe your experience providing presentations and facilitating interactive group sessions with faculty and staff.

    (Open Ended Question)

  5. * Provide examples of how you have encouraged equity and inclusion while working with students, community members, faculty, and staff from diverse backgrounds, cultures, and abilities.

    (Open Ended Question)

  6. * Provide examples of work environments where you worked closely with a large team to coordinate, plan, and deliver a wide range of enrollment services.

    (Open Ended Question)

Required Documents Required Documents
  1. Resume
  2. Unofficial Transcript (must show degree(s) conferred)
Optional Documents
  1. Foreign Degree Evaluation Form (NACES Approved Agency)

 

 

 

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Posted: 1/2/2019
Application Due: 1/22/2019
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