Registration Supervisor

Job description

Posting Details

Position Information

Posting Number S140627 Position Title Registration Supervisor Department Registration Division Student Development Classification Clerical FLSA Classification Non-Exempt Union/Non Union Union Full Time / Part Time? Full Time Hours per week 40 Temporary? No Posting Detail Information

Posting Date 03/13/2019 Closing Date 03/24/2019 Open Until Filled No Special Instructions to Applicants

For full consideration, unofficial transcripts for the required degree (if applicable) must be attached and submitted at the time of application.

All offers of employment are contingent upon the following:

• Post-offer, satisfactory results of pre-employment background check
• Post-offer, satisfactory results of pre-employment Drug Screening for employees that are new to the College
• Post-offer, satisfactory results of pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Advertising Summary

Would you like to work for one of the first choices of employment?

Do you want to be part of a strategic organization?

One that prides itself on educating our future workforce.

Tucked in the middle of a wildlife preserve, bridging the banks of a lake and surrounded by its own Arboretum, Joliet Junior College is an educational community that embraces diversity and promotes personal growth. Each year, more than 35,000 students find the diverse, comprehensive high quality educational experience they are looking for at JJC. We hope that you will take a few minutes to explore the job opportunities we have available and consider becoming a part of this experience.

The recruitment of qualified and diverse faculty and staff is the cornerstone of JJC’s commitment to an innovative, collaborative and inclusive educational community. At JJC, we respect the wealth of knowledge and experience each of our employees brings to the workplace. The college supports this commitment by providing full-time employees with a comprehensive benefits package for our full-time employees including:

Blue Cross Blue Shield of Illinois (employee & family)


Flexible Spending Account

403(b) and 457(b) option for pre-tax retirement savings

Joliet Junior College Tuition Assistance (employee & family)

Long Term Disability

Life Insurance & a comprehensive leave plan including:

•Federal holidays

Link to Human Resources website

Job Description

STATUS:Full Time
DIVISION: Student Development
UNION: Clerical
REPORTS TO: College Registrar
PLACEMENT: Clerical grade 8
MINIMUM PAY RATE:$21.02 per hour

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.

To provide a wide variety of highly responsible and complex clerical duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Registrar and Assistant Registrar. Supervisor is responsible for the staffing and supervision of full time enrollment specialists and part time enrollment clerks. May maintain various databases. Position requires considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations as required. Work requires a thorough knowledge of the policies and procedures within the department, division, and college systems.

1.Interview, recommend for hire and train all registration specialist and enrollment clerk staff. Supervise full and part-time registration and Romeoville enrollment staff. Request new employee set-up, assign mnemonics as position security level demands.
2.Monitor schedule and adjust work hours of registration and enrollment staff as need demands. Work with Assistant Registrar to schedule other staff as needed. Assist the Asst. Registrar with overseeing payroll for registration and enrollment staff.
3.Process e-mail /telephone/in-person requests from Deans, Department Chairs, Secretaries and Department Coordinators for exceptional student registration regarding special registration intervention.
4.Assist the Academic Deans and the Dean of Students with processing of General Petitions requests for refunds, late withdrawals and grade appeals. Partner as a member of the petition committee.
5.Grant/Deny time conflicts forwarded by instructors and deans for approval.
6.Test new/updated processes, changes in requirements, updated screens, course changes, new screens and any changes in the system that will impact the registration of students.
7.Update the electronic registration manual, informational sheets, semester updates, contact lists and telephone contacts on a semester basis.
8.Register high risk students on academic probation, those who return from dismissal, and special program groups that require selective admissions.
9.Drop students with behavioral/disciplinary restrictions as directed by the Dean of Students and Student Conduct Coordinators.
10.Work with other areas to modify and correctly enter Registration data using the backdating feature to reflect adjustments in tuition, transcript grades, residency, reinstating of courses and verifying grades.
11.Determine priority registration dates. Set eligible priority groups for current and future academic years. Prepare Semester Registration Information for publication. Process priority registration list each semester, notifying students through the Colleague Communication Management system.
12.Inform students, staff and faculty on all registration procedures and current changes as they develop. Receive and direct visitors, answer telephone calls and external email requests.
13.Run necessary reports. Monitor, update, prepare and record telephone messages for registration telephone. Enter mnemonics to open registration after published drop date.
14.Enter and remove registration restrictions. Create, update and order registration forms. Provide information on refund, withdrawal dates.
15.Scan documents, maintain registration override e-mails file, and re-register students deleted in error after drop date.
16.Investigate registration activity as required for documentation. Work with students to resolve problems.
17.Represent Registration at meetings as requested by Registrar and Asst. Registrar. Know basic procedures for Records and Transcript areas.
18.Assist students with user name, password, and security questions regarding eResources sign in.
19.Assist Registrar and Assistant Registrar in other duties as assigned.

1.Associates Degree or equivalent.
2.Five (5) years of progressively responsible secretarial experience with supervisory responsibilities.
3.Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows and/or Mac, the Ellucian System with knowledge of the student record/schedule/faculty assignment sheet system, Intranet, QuickBooks, E-mail and Internet.
4.Ability to accurately enter data proofread carefully. Ability to perform multiple tasks simultaneously.
5.Excellent verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
6.Attentiveness to detail, excellent organizational skills, initiative, math aptitude.

1.Bachelor’s degree.
2.Experience in the community college environment.

Must be able to demonstrate the ability to work under pressure during peak registration periods, accommodate long line of students and answer heavy volume of telephone calls.

Duties are performed indoors in an office environment.

Application Procedures: “Apply to this Job at”

Application Deadline: 3/24/2019

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.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have an Associate's degree (or higher) or equivalent education?
    • Yes
    • No
  2. * Do you have at least five (5) years of progressively responsible secretarial experience with supervisory responsibilities?
    • Yes
    • No
  3. * Do you have knowledge, skills and experience with including software applications including but not limited to Microsoft Office Suite for Windows and/or Mac, the Ellucian System with knowledge of the student record/schedule/faculty assignment sheet system, Intranet, QuickBooks, E-mail and Internet?
    • Yes
    • No
  4. * Considering your current or previous positions, do you have any experience accurately proofreading work assignments and do you have the ability to multitask when necessary?
    • Yes
    • No
  5. * Do you possess a Bachelor’s degree or higher?
    • Yes
    • No
  6. * Do you have experience working in the community college environment?
    • Yes
    • No
Applicant Documents Required Documents
  1. Resume
  2. Cover Letter
  3. Unofficial Transcripts
Optional Documents
  1. Other Document




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Job No:
Posted: 3/14/2019
Application Due: 3/28/2019
Work Type: