Assistant Registrar-Systems and Technology Analyst

Grand Rapids Community College • Grand Rapids, MI

13h • $52,025 • Onsite

About The Position

This position serves as the primary technical expert and liaison between The Office of the Registrar and central IT. The role is responsible for assisting with data governance initiatives to ensure data quality, security, and standardization across the Student Information System (SIS), while maintaining data integrity through query building and ensuring compliance with FERPA and subpoena requests. Operationally, this position leverages these frameworks to manage the technical infrastructure behind registration and curriculum while directly assisting with the execution of critical records processes, including, but not limited to TeamDynamix (TDX) tickets, attendance, hardship withdrawals, transfer credit evaluation, direct credit initiatives, and degree/certificate conferral.

Requirements

• Bachelor’s degree in Information Systems, Business Administration, Higher Education Administration, or a related field required (or an equivalent combination of an Associate's degree and significant progressive technical experience in a records environment).
• Required experience working in a college/university registrar, transfer admissions, enrollment services, or counseling office.
• Required experience building data queries, maintaining database structures, and managing workflow tracking software.
• Minimum of three years of progressive experience working in a college/university registrar, transfer admissions, or enrollment services environment, with preference given to background in Credit Evaluation, Graduation processing, or Systems Technology.
• Must have the ability to work as a team member in a multi-person office to provide quality customer service.
• Must have the ability to effectively deal with diverse student populations in complex situations.
• Experience with SQL or PeopleSoft Query Manager required.
• Must be proficient in verbal, written, and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds.
• Proven ability to do detailed work independently with highest level of accuracy; ability to handle multiple tasks; self- starter.
• Demonstrated initiative and problem-solving abilities and be able to exert initiative and resourcefulness.
• Must remain current on changes and revisions; this includes accreditation, state, federal, GRCC degree and certificate policies and procedures.
• Must be able to maintain the highest levels of confidentiality and ethical standards and have a demonstrated understanding of the Family Education Rights and Privacy Act (FERPA).
• Excellent interpersonal, problem solving, analytical and complaint resolution skills.
• Project a professional image including punctuality and good attendance record.
• Ability to handle multiple tasks simultaneously with a high level of accuracy.
• Proven organizational skills, ability to prioritize tasks, resourcefulness, and completion of tasks in a timely, efficient manner.
• Team orientation and outstanding work ethic required.

Nice To Haves

• Credit Evaluator/Graduation/Technical experience will be given preference.
• Demonstrated experience working with PeopleSoft (or alternative Higher Education relational database systems/ERPs), preferred.
• Google Suite, degree audit systems, and ImageNow/Perceptive Content, recommended.
• Finalists may be required to complete an in-basket assignment.
• Maintain strong working knowledge of GRCC catalog and policies.

Responsibilities

• Manage and maintain the process for identifying and resolving duplicate student accounts to ensure data accuracy across systems.
• Manage and maintain the Catalog Service Enterprise Catalog and website for the Office of the Registrar.
• Manage and maintain the incomplete grading process.
• Collaborate with the Registrar and central IT to establish, document, and enforce data governance standards, data dictionary definitions, and security protocols within PeopleSoft.
• Oversee the creation and maintenance of general 3c communications from the Office of the Registrar via PeopleSoft.
• Primary support for Student Financial Services (SFS) by researching and resolving student billing errors and data issues.
• Manage. build, maintain, and run queries related to requests such as FOIA requests and lists for outreach purposes.
• Manage all subpoena requests.
• Represent the Office of the Registrar on assigned committees, including the PeopleSoft Technical Users Meeting, to support collaboration, share expertise, and advance process and system enhancements.
• Process approved Late Semester Hardship Withdrawals, ensuring records are updated accurately and in alignment with the policy.
• Serve as backup for official transcript request processing and TeamDynamix ticket management, including sending files via Filelocker for Early Middle College, Direct Credit, and Consortium Students.
• Provide exceptional customer service when assisting students, faculty, and staff on the phone, by email, and in person.
• Create, maintain and deliver CWIS training and provide technical support for staff in the Office of the Registrar.
• Prepare and maintain functional and technical process documentation.
• Maintain strict confidentiality and comply with the Family Education Rights and Privacy Act (FERPA) requirements.
• Assist with direct credit initiatives by guiding procedures, coordinating with campus partners, and monitoring student completion.
• Provide support with creation and management of course equivalencies in PeopleSoft, applying approved curriculum guidelines to support accurate transfer evaluations and degree audit functionality.
• Partner with the Associate Director of Veteran Services to redesign and streamline the military transfer credit evaluation process, ensuring accuracy, consistency, and alignment with institutional policies.
• Assist with the evaluation and posting of external credit for incoming and current students within the student information system (PeopleSoft). This credit includes college/university/military transcripts, foreign official transcripts, test credit, articulation credit, industry recognized credentials, and prior learning assessments credit.
• Serve as the backup as the transfer credit liaison with GRCC faculty, responsible for the distribution and tracking of equivalency credit evaluations for faculty review.
• Assist with the management of the Transfer Credit Form Submission process
• Participate in technology and workflow projects that enhance credit evaluation efficiency and student record accuracy
• Maintain a strong working knowledge of the GRCC catalog and policies as they pertain to graduation.
• Work in collaboration with the Associate Registrar-Graduation and the Graduation Specialist to ensure timely processing of graduation applications, College Generated Graduates, reverse transfer requests, accurate posting of degrees and certificates within established deadlines, proper diploma preparation with appropriate names and signatures, as needed.
• Provide support to the Graduation Specialist to facilitate degree completion by creating Academic Advisement queries to identify students meeting graduation requirements, process substitutions and waivers in PeopleSoft and Academic Advisement to ensure accurate degree audit records.
• Support the Associate Registrar-Graduation with graduation tracking and reporting by maintaining comprehensive records of graduates each semester and providing timely data for institutional use.
• Support graduates requiring state licensure by providing verification of degree requirement completion as needed.
• Run PeopleSoft queries and reports as requested, and correct or adjust student records to accurately reflect their academic program.
• Perform PeopleSoft patch/curriculum updates
• Serve as backup for Office of the Registrar processes as necessary.
• Assist with answering phones and providing cross-functional customer service support during peak registration cycles.
• Perform other duties as assigned by the Registrar or Associate Registrars.

Benefits

• Health Coverage: Six health insurance plan options, including one with no health insurance premiums.
• Time off: Enjoy substantial vacation time.
• Wellness Program: Access resources for physical and mental wellbeing, and an onsite gym membership.
• Continuous Learning: Career development and educational opportunities.
• Retirement Plans: Secure your future with our retirement options including a state retirement plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level