Assistant Registrar II

ArtCenter College of Design•Pasadena, CA

54d•$34 - $36•Hybrid

About The Position

ArtCenter College of Design is searching for an experienced Assistant Registrar II to join our team. Founded in 1930 and located in Pasadena, California, ArtCenter College of Design is a global leader in art and design education and has had an international reputation for its rigorous, transdisciplinary curriculum, faculty of professionals, strong ties to industry, and commitment to socially responsible design. ArtCenter is a private nonprofit fully accredited by the WASC Senior College and University Commission (WSCUC). Every position at ArtCenter plays an important part in carrying out the cultural values, goals, strategic vision, and mission of the College. This includes upholding and cultivating an inclusive, respectful, and welcoming environment where everyone feels a sense of belonging. The Assistant Registrar plays a critical role in delivering upon the Enrollment Services Department’s mission to support student success through advising and management of data and records essential for student enrollment and degree completion. Reporting to the Associate Registrar and Director of Enrollment Services, the Assistant Registrar performs essential clerical and functional operations within the department, including but not limited to advising students on curriculum requirements, program planning, policies, and procedures as well as monitoring academic progress. This position will serve as a liaison between faculty and administration, taking a proactive, solution-based approach to all inquiries, providing accurate and consistent information and upholding academic standards. The incumbent will represent the department on multiple committees including Orientation, A-Team (Program Department Administrative personnel), and Ellucian Colleague Working Groups, as well as serve as the department liaison and leader on the Graduation Committee. Additional responsibilities include performing essential course scheduling and registration functions, data entry in the student information database, performing transfer credit re-evaluations, and upholding best practices to assure the integrity and security of student records and documents. This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position is eligible for flexible scheduling and can be performed hybrid with the expectation of at least 3 days in the office or required as a condition of employment. The demands of this work may include weekends, evenings, or a staggered/alternate schedule. The college reserves the right to modify schedules as needed to meet the business needs with appropriate notice.

Requirements

Bachelor’s degree in business administration, education, or related field from an accredited college or university; or any equivalent combination of training and experience
Minimum of three years of higher education administrative experience working with students’ records and policies, and/or as an academic advisor
Knowledge of the Family Educational Rights and Privacy Act (FERPA), academic standards and protocol
Strong interpersonal skills for student counseling and working with faculty and staff
Excellent written and oral communication skills, highly organized, able to balance priorities, takes initiative, reliable and resourceful
Attention to detail with ability to analyze and utilize historical and empirical data
Ability to handle multiple projects in a fast-paced office with frequent interruptions in the workplace
Strong computer skills with proficiency in MS Office Suite and student databases
Ability to work independently, taking appropriate initiative and ownership of work product
Strong orientation toward working in a team-oriented office
Ability to develop supportive and collaborative working relationships with students, faculty, and staff
Demonstrated experience in cultivating the values of diversity, equity, inclusion, access and belonging into work practices within Art Center’s diverse communities
Demonstrated commitment to providing excellent service to students, faculty and staff
Ability to enforce and implement policies and procedures
Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business

Nice To Haves

Experience using Ellucian Colleague
Advanced skills using Excel to manage complex data sets
Experience working on projects that involve multiple stakeholders

Responsibilities

Advise students regarding registration and degree audit planning, ensuring effective and efficient progress toward degree completion Management of enrollment and student schedules
Management of enrollment and student schedules
Reply to student inquiries in a timely manner, both those sent directly and to the Enrollment Services inbox
Review, evaluate and approve transfer credit re-evaluations for re-admitted students or change of majors
Process registration request and waive/substitution of classes; verify eligibility for ArtCenter Lite and/or accommodations in corroboration with CSE
Secondary POC for re-entries for previously withdrawn students from ACCD, Incompletes, Grade Changes, & transfer credit re-evaluations for re-admitted students/change of majors
Manage graduation process (2 times per year), including verification of degree audits, posting degrees, reporting degree information to National Student Clearinghouse, ordering diplomas, proofing student program information, conducting graduation information meeting and rehearsal, serving as project lead on day of commencement
Serve as a liaison to multiple academic departments, serving as a resource and support to ensure effective course creation and planning to facilitate registration for students; departments assigned will include Entertainment Design, Environmental Design (graduate and undergraduate), Fine Art, Film (graduate and undergraduate), Photography, Humanities and Sciences, Graduate Art, Graduate Industrial Design, Graduate Media Design
Maintain all records procedures for full compliance with State, Federal, and college policies and procedures
Implement departmental data management processes to ensure accurate records
Ensure accuracy and security of student academic records by adhering to departmental procedures for maintaining academic records and recording student grades in accordance with FERPA, College policies, and standard records management practices; troubleshoot issues that arise involving student records
Compile statistical data for reporting and analysis critical to departmental and institutional planning
Build courses and course sections in the student administrative database
Serve on educational or college-wide committees, work groups, task forces and/or councils
Maintain memberships and active involvement in applicable professional organizations
Other duties as assigned