Assistant Registrar, Operations and Technology

Claremont McKenna College-posted 1 day ago
$35 - $38/Yr
Full-time • Entry Level
Claremont, CA
251-500 employees
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BASIC FUNCTION: The Assistant Registrar, Operations and Technology is responsible for the application of technologies that support operations, and research and development of new systems and technologies. The Assistant Registrar, Operations and Technology manages transfer credit evaluation, study abroad credit approval, data conversion, cleaning, and validation, and related services that support the maintenance of student records. The Assistant Registrar, Operations and Technology works cooperatively with academic departments and administration to provide members of the Claremont McKenna College community with an accurate interpretation of academic policies, procedures, and requirements to ensure that they are applied fairly and consistently. The Assistant Registrar, Operations and Technology maintains the integrity and confidentiality of student academic records and provides a high standard of customer service. The Assistant Registrar, Operations and Technology and assists in the maintenance of the degree audit system and implementation of additional student information system functionality, with an emphasis on data integrity, best practices, streamlining and improvement of processes and workflows, training, and documentation, and supports the Claremont McKenna College and Office of the Registrar strategic plan.

  • Assist with providing clear direction and oversight of all department activities and personnel as the backup for the Registrar/AVP as directed.
  • Provide support to the Registrar/AVP in systems maintenance.
  • Support the Registrar/AVP in assessing the technical needs of the Office of the Registrar, including but not limited to, exploring new software options, working closely with Information Technology Services (ITS) department regarding the office’s technology needs.
  • Support the Registrar in identifying and collaborating with ITS to implement student information system improvements to streamline academic processes within the Office of the Registrar and to maintain, troubleshoot, and enhance our student information system and related systems.
  • Coordinate data conversion, cleaning, and validation requirements in various systems implementation projects.
  • Assist with regression testing and troubleshooting various information systems and technical products.
  • Maintain the CMC academic calendar, final exam schedule, and other related schedules and calendars that serve the Claremont Colleges related to Registrar operations.
  • Provide support to the Associate Registrars with degree audit programming and maintenance.
  • In collaboration with the Sr. Associate Registrar, program and maintain major and minor degree requirements in the student information system.
  • Support the Associate Registrar, Director of Advising with processing substitutions and waivers in the degree audit module in the student information system.
  • Assist with translating academic requirements into degree audit system coding and updating requirements to reflect curricular changes.
  • Support the Sr. Associate Registrar and the Registrar/AVP with internal and external reporting.
  • Assist Sr. Associate Registrar and Registrar/AVP with responses to internal and external requests for regular and ad hoc reporting, including developing custom reports and queries as needed for the office’s reporting needs.
  • Develop reports related to low-grade notices, leaves, withdrawals, admitted transfer students, and other reports related to areas of responsibility.
  • Support the Sr. Associate Registrar with census data validation, National Student Clearinghouse reporting, and other reporting needs.
  • Ensure data standards and validity.
  • Use business intelligence systems (i.e., Cognos, Power BI), including ad hoc reporting, to proactively identify problems and support informed decision making in the Office of the Registrar and other areas of the College.
  • Develop reports for other offices and departments as requested.
  • Manage transfer credit evaluations, study abroad credit approval, and support degree progress audits.
  • Research and evaluate incoming transcripts and other academic records for equivalency and transfer credit using independent judgment and the application of complex and specialized academic rules and regulations.
  • Analyze course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules, and other reference material.
  • Verify the institution’s accreditation status, convert quarter and semester units to CMC credits; apply course repetition and limitation policies where applicable.
  • Assist with determination of transfer student class standing.
  • Document transfer evaluation decisions and recommendations; provide explanations of complex rules and regulations to students in the event of denial of credit transfers.
  • Evaluate and record AP, IB, and other pre-matriculation credit.
  • Manage the review and approval of study abroad credit.
  • Provide support to the Associate Registrar, Director of Advising with degree progress review and student and advisor questions as needed.
  • Serve as a School Certifying Official with the Veteran’s Benefits Administration (VA) and act as back up to the Sr. Associate Registrar for VA form processing and enrollment certifications.
  • Support the Registrar/AVP in providing leadership and mentorship to office staff.
  • Assist with mentoring and training office staff to ensure that office and day-to-day functions operate efficiently.
  • Assist team in setting priorities, managing office workflow, and documenting processes.
  • Represent the Office of the Registrar on committees and work groups related to areas of responsibility.
  • Substitute for the Registrar/AVP on committees, as needed.
  • Promote existing and new programs and/or policies to campus community.
  • Remain informed and current through self-directed professional research, developing professional contacts with colleagues, attending professional conferences, and attending training as required.
  • Provide support as needed to colleagues within the Office of the Registrar and across the other divisions to ensure the efficient, effective operations of student services at Claremont McKenna College.
  • Coordinate special projects, tasks, and duties and provide assistance as assigned.
  • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
  • Take and follow directions.
  • Work cooperatively with others.
  • Receive and respond appropriately to constructive criticism.
  • Display a positive attitude.
  • Balance multiple tasks and priorities.
  • Performs other essential duties and tasks specific to the position.
  • Bachelor’s degree from an accredited university, or four years equivalent combination of education and experience is required.
  • A minimum of three years of higher education experience is required.
  • A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required.
  • Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.
  • Demonstrate effective, accurate and clear communication with excellent/strong verbal, written, interpersonal, reading, phone, and customer service skills.
  • Follow all written and verbal instructions, asking questions as needed for clarification of projects, tasks, duties, and assignments.
  • Ability to develop and maintain an overall working knowledge of Claremont McKenna Office of the Registrar/student records operations and procedures, and their intersection with student systems.
  • Use exceptional/strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
  • Skill in assessing and re-engineering operations and processes.
  • Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software.
  • Use assigned technology, devices, and equipment to achieve annual goals and maintain confidentiality.
  • Enforce the Family Educational Rights and Privacy Act (FERPA) regulations and maintain confidentiality as required; advise constituencies on FERPA and student privacy restrictions.
  • Ability to maintain sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, gender identity, sexual orientation, and ethnic backgrounds of the Claremont McKenna community.
  • Use of tact, discretion, courtesy, and patience in dealing with sensitive situations.
  • Prioritize and perform multiple projects/tasks while retaining focus on team goals.
  • Meet deadlines and timelines, respond to others in a timely manner, handle interruptions from students and incoming phone calls.
  • Maintain a high standard of integrity and ethics.
  • Display curiosity, initiative, and a positive attitude.
  • Ability to work collaboratively and effectively both as a member of the Office of the Registrar and independently.
  • Desire to be a team member on collaborative projects and implementation of new initiatives.
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