Assistant Registrar

Community HigherEd•Tulsa, OK

1d•Hybrid

About The Position

Community HigherEd is currently seeking a professional Assistant Registrar for our three college campuses (Community Care College, Clary Sage College, and Oklahoma Technical College) to ensure the integrity, accuracy, and security of all academic and educational records. The Assistant Registrar is responsible for assisting the College Registrar in managing the academic records office and the administration of student enrollment activities such as the registration process, schedules, records, graduation process, monitoring academic guidelines, reporting system, and related matters. They also assist with academic policy enforcement and transfer credit evaluations. They are to be proficient in student record policies and compliance, the Family Education Rights and Privacy Act (FERPA), and related privacy concerns. In addition, the Assistant Registrar provides general assistance for college personnel regarding front-end student information system (SIS) questions.

Requirements

An Associate Degree or higher from an accredited institution is required
Proficient computer skills and experience with Student Information Systems (SIS), Google Suite, MS Word, Excel, and other basic campus management software, with the ability to learn specialized computer applications
Administrative experience with strong organizational skills, attention to detail, and accuracy
Customer-service-oriented with strong interpersonal, oral, and written communication skills
High ethical standards, handle sensitive information and always maintain confidentiality
Knowledge and experience with a computerized integrated student records system preferred
One to two years of proven relatable work experience in a college setting or academic environment, or a combination of education and experience commensurate with the requirements of the position is preferred
Administrative and strong customer service experience required
Experience registering students, managing tasks related to student records, and transcript evaluation preferred
Proficient knowledge of student record compliance, the Family Education Rights and Privacy Act (FERPA), and state/federal regulations is preferred
Knowledge or willingness to learn current student systems
Knowledge or willingness to learn current college catalog, policies, and procedures
Prolonged periods sitting at a desk and working on a computer
Ability to stand, walk, sit, bend, stoop, lift, push, pull, and reach
Must be able to lift up to 25 pounds at times

Nice To Haves

An Associate Degree or higher from an accredited institution is required
One to two years of proven relatable work experience in a college setting or academic environment, or a combination of education and experience commensurate with the requirements of the position preferred
Knowledge of student record compliance, the Family Education Rights and Privacy Act (FERPA), and state/federal regulations
Experience registering students, managing tasks related to student records, and transcript evaluation preferred
Proficient computer skills and experience with Student Information Systems (SIS), Google Suite, MS Word, Excel, and other basic campus management software, with the ability to learn specialized computer applications
Administrative experience with strong organizational skills, attention to detail, and accuracy
Customer-service-oriented with strong interpersonal, oral, and written communication skills
High ethical standards, handle sensitive information and always maintain confidentiality

Responsibilities

Maintains the security, integrity, and accuracy of all academic records including transcripts and diplomas
Ensure compliance with the Family Education Rights and Privacy Act (FERPA) and related privacy concerns
Conducts student registration and enrollment verifications; Coordinating registration processes, scheduling classes, and enforcing rules for entering or leaving classes
Respond to inquiries and provide consistent, friendly support to students, faculty, alumni, staff, and guests; resolve and/or refer to the Registrar any problems related to enrollment, registration, attendance, graduation requirements, and other related areas.
Academic advising for all students with incomplete records
Supports the student graduation process and evaluates student records to ensure graduation requirements have been met and enforces academic policies
Work closely with Financial Aid regarding records for Title IV
Evaluate transfer credits
Monitor grade reporting and recording; when necessary, question academic attendance and grades
Assist with compliance and re-certification of regulatory bodies: ACCSC, ABHES, OBPVS, DOE, VA, Workforce Okla., etc.
Monitor incomplete files and ensure timely fulfillment of required documents
Verify credentials (GEDs, etc.) of enrolling students as needed
Ensure accurate processing of program changes, transfers, Leave of Absence (LOAs), withdrawals/drops, and other student status changes
Digital and paper filing and research of files; make copies, upload, and scan digital files, organize paper records in storage, research paper document records in storage boxes and file cabinets
Maintain the system in regards to record storage, filing systems, and organization
Consult with Campus Directors, Directors of Education, Department Heads, and other college staff on attendance, records, course scheduling, and related matters
Attends, participates, and collaborates in meetings
Participate in school-sponsored activities and attend graduation ceremonies
Participates in a minimum of two professional developments per year
Performs other related duties as assigned