Assistant Registrar II

West Coast University•North Hollywood, CA

2d•$29 - $39

About The Position

Choose To Make A Difference Reporting directly to the Campus Registrar provides a wide variety of highly responsible registrar support services for the Office of the Registrar such as data entry of grades, assisting with the appeals process and approves sensitive data requests such as file descriptions, data structures and data usage according to the Family Educational Rights and Privacy Act (FERPA). Provides assistance with academic advisement support, transfer credit, degree audits, grades and graduation requirements processing and electronic data interchange between departments. Under the direction of the Campus Registrar, the Assistant Registrar II will assist with the distribution of materials for faculty, staff and students; assists with the maintenance and integrity of the student’s personal information and the academic record. Performs all duties of Assistant Registrar I. May have oversight of additional functions such as New Student Orientation, Campus Persistence Meetings and End of Term Meetings and other committee work as it pertains to the Office of the Registrar’s services. Essential Functions & Responsibilities: Provides a wide variety of student centered registrar support functions for the Campus Registrar such as data entry of grades, assisting with the appeals process and approves sensitive data requests such as file descriptions, data structures and data usage according to the Family Educational Rights and Privacy Act (FERPA). Assists internal cross unit and institutional-wide initiatives such as assisting with Student of Concern, End of Term, New Student Orientation meetings in addition to all Family Educational Rights and Privacy Act (FERPA), WSCUC and Student Academic Progress Reports (SAP) trainings. Serves as a resource person and recommends solutions to specific problems for administrators and university offices across campus such as clinical placements, scheduling conflicts or communicating to leadership when students are at risk. Maintains, tracks, updates attendance and grades into Campus Nexus (CNS) in accordance with established policies and procedures for each program. Oversees the creation and data entry of the academic schedule. Reviews the academic schedule and notifies Campus Registrar, Campus and/or Academic Dean when there are conflicts with the schedule (i.e., time conflicts, clinical placement not available, not enough faculty to instruct). Assists with pulling reports associated with Satisfactory Academic Progress (SAP) requirements, which are procedures that are run every semester to ensure that students are meeting the appropriate grade point average (GPA) and maximum rate of progress for degree completion. Provides data entry into all systems including but not limited to Campus Nexus (CNS), Transfer Equivalency System (TES), and Customer Relation Management (CRM) system. Maintains confidentiality of all student, associate, and/or university information as required. Maintains established department policies, procedures, and attendance in-services and other required meetings. Adheres to College/University policies and procedures and conducts job responsibilities in accordance with the standards set out in the College/University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and state laws, and applicable professional standards. Maintains regular and timely attendance, reports to work as scheduled and as required to meet the needs of the College/University and assures time worked and/or time-off is recorded properly. Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments. Maintains order, cleanliness and safety at work. Performs other duties as assigned.

Requirements

Bachelor’s Degree in one of the following or relater field required.
Higher Education
Educational Administration
Business Administration
Requires developed skills through application of standards and processes within a narrow scope of work.
Typically requires 3-5 years of experience and additional vocational or technical education.
Experience with Campus Nexus (CNS)
Knowledge of regulations such as FERPA
Experience with MS Office suite
Ability to interpret and apply administrative and departmental rules, policies, and procedures.
Ability to compose correspondence independently.
Ability to compile and maintain complex and extensive records and files for a department.
Ability to represent the department using good judgment, poise, tact, and diplomacy.
Ability to multi-task and prioritize; demonstrate excellent organizational skills; follow through and attention to detail.
Ability to work independently with individuals at all levels of the organization.
Ability to exercise good customer service skills.
Ability to work effectively in a highly ethnic and culturally diverse student and associate community.
Ability to demonstrate professional written and verbal communication and interpersonal skills.
Ability to self-direct, self-pace, multi-task and function well under pressure of deadlines and conflicting priorities.
Ability to maintain confidentiality of all associate, student and administrative information.
Ability to establish and maintain professional effective working relationships with diverse groups and individuals.
Willingness to work a flexible schedule.
Ability to exercise good judgment.

Nice To Haves

Some affiliation or professional membership with organizations such as preferred:
AACRAO – American Association of Collegiate Registrars and Admissions Officers
PACRAO – Pacific Association of Collegiate Registrars and Admissions Officers

Responsibilities

Provides a wide variety of student centered registrar support functions for the Campus Registrar such as data entry of grades, assisting with the appeals process and approves sensitive data requests such as file descriptions, data structures and data usage according to the Family Educational Rights and Privacy Act (FERPA).
Assists internal cross unit and institutional-wide initiatives such as assisting with Student of Concern, End of Term, New Student Orientation meetings in addition to all Family Educational Rights and Privacy Act (FERPA), WSCUC and Student Academic Progress Reports (SAP) trainings.
Serves as a resource person and recommends solutions to specific problems for administrators and university offices across campus such as clinical placements, scheduling conflicts or communicating to leadership when students are at risk.
Maintains, tracks, updates attendance and grades into Campus Nexus (CNS) in accordance with established policies and procedures for each program.
Oversees the creation and data entry of the academic schedule.
Reviews the academic schedule and notifies Campus Registrar, Campus and/or Academic Dean when there are conflicts with the schedule (i.e., time conflicts, clinical placement not available, not enough faculty to instruct).
Assists with pulling reports associated with Satisfactory Academic Progress (SAP) requirements, which are procedures that are run every semester to ensure that students are meeting the appropriate grade point average (GPA) and maximum rate of progress for degree completion.
Provides data entry into all systems including but not limited to Campus Nexus (CNS), Transfer Equivalency System (TES), and Customer Relation Management (CRM) system.
Maintains confidentiality of all student, associate, and/or university information as required.
Maintains established department policies, procedures, and attendance in-services and other required meetings.
Adheres to College/University policies and procedures and conducts job responsibilities in accordance with the standards set out in the College/University’s Code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and state laws, and applicable professional standards.
Maintains regular and timely attendance, reports to work as scheduled and as required to meet the needs of the College/University and assures time worked and/or time-off is recorded properly.
Exercises care, proper use and maintenance of department equipment and supplies and identifies unsafe conditions and makes appropriate adjustments.
Maintains order, cleanliness and safety at work.
Performs other duties as assigned.