Assistant Registrar

Cape Fear Community College • Multiple Campuses, NC

1d • Onsite

About The Position

The Assistant Registrar performs a multitude of tasks to support the Registrar’s Office, including data entry, maintenance and preparation of student records, problem-solving student records and system errors, assistance in faculty grading and attendance, and preparing for the start and end of a semester through various reports and other tasks. This position supports other areas of the department in relation to graduation, transcripts, and program changes, and the college as a whole. The Assistant Registrar receives direction from the Senior Director/College Registrar, assists with training staff and student workers, and supervises assigned Registrar’s Office staff.

Requirements

• Knowledge of FERPA (Family Educational Rights and Privacy Act) as it relates to higher education documentation and confidential records.
• Knowledge of higher education practices.
• Ability to perform related work as required.
• Ability to independently problem solve.
• Ability to utilize technology and computer software such as Microsoft Office Suite and integrated data systems (i.e. Ellucian Colleague).
• Ability to multitask and remain organized.
• Ability to communicate clearly and concisely, both orally and in writing.
• Maintain mental capacity, which allows the capability of making sound decisions and using good judgment, exercising initiative in the completion of work, maintaining confidentiality as appropriate, answering questions, and demonstrating intellectual capabilities.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include standing or sitting for extended periods of time and operating assigned equipment.
• Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, operating assigned equipment, and demonstrating intellectual capabilities.
• An Associate’s degree or two or more years of related work experience.
• Two or more years of experience in Student Services/Affairs or closely related experience.
• Experience in supervision and/or management; collaborative and inclusive leadership style.

Nice To Haves

• Experience using an integrated data system such as Ellucian Colleague.
• Experience with a document imaging and retention system (such as Softdocs, OnBase, or ImageNow).

Responsibilities

• Maintain strict confidentiality of student records and other materials or information of a confidential or sensitive nature as it relates to FERPA (Family Educational Rights and Privacy Act).
• Assist Registrar with organizing and supervising the maintenance of all student records, including the retention of permanent records, verification of information, and ensuring student privacy.
• Assist Registrar with the timely and accurate reporting of enrollment and graduation data to the National Student Clearinghouse.
• Assist Registrar with implementation of policies and procedures within the Registrar’s Office and participate in annual unit goals and objectives.
• Provide necessary documentation, training, and leadership to staff and faculty including, but not limited to, Ellucian Colleague, Ellucian Self Service, and Softdocs.
• Assist other staff across the college in helping to navigate and resolve registration errors in support of student registration activity.
• Assist Registrar with the tracking of final grades and attendance from faculty.
• Monitor and update advisors in the data system and help maintain the advisor listing each term.
• Monitor grade changes as submitted by faculty and enforce the grade change policy.
• Answers questions from faculty and students regarding grades and attendance.
• Monitor and assist with student graduation issues and reporting.
• Assist with identifying and processing completers who have not filed an Intent to Graduate and assist with awarding credentials.
• Assist with monitoring student course withdrawals in the withdrawal system; process withdrawals and answer questions of faculty, staff, and students in relation to withdrawals.
• Evaluate college/university transcripts as needed.
• Research course equivalency with subject matter experts as needed.
• Assist Registrar with management, set up, and deactivation of priority registration and the wait list in Colleague each term.
• Monitor the Softdocs Etrieve forms and process course substitutions, requisite waivers, grade changes, Incomplete forms, program changes, academic forgiveness, and other forms on a daily basis.
• Navigate student documents in Softdocs for research and information.
• Assist with the Commencement ceremony planning and participate where needed.
• Assist Registrar in monitoring changes that are needed in the college catalog and the Registrar’s Office website.
• Utilize the Informer software to provide program and/or enrollment data to departmental and college staff upon request.
• Assist students, staff, and/or faculty in problem solving in a manner that is sensitive to the issues at hand while complying with institutional policies and procedures. These may include but are not limited to registration issues, override requests, overload requests, program evaluations, and withdrawal issues.
• Respond to inquiries from students, parents, faculty, and staff on matters of College policies and procedures relating to admissions, residency, registration, add/drop, refunds, course scheduling, grades, no shows, course reinstatements, withdrawals, transcripts, program changes, course substitutions, requisite waivers, credit for prior learning, graduation, GPA’s, and other relevant information.
• Direct and monitor state reporting processes and compliance activities, maintaining alignment with regulatory standards and mitigating organizational risk through proactive oversight.
• Coordinate communication for students, staff, and faculty with regard to procedure or changes as they relate to the Registrar’s Office.
• Actively participate on departmental and college committees as assigned.
• Stay informed of current state and federal regulations regarding student records.
• Assist Registrar with investigating, researching, and exploring new procedures and technologies in order to improve student services and provide benefits to the College.
• Represent the College and the Registrar’s Office in a positive and professional manner and collaborate with academic and other Student Service offices to contribute to the retention of students.
• Required to remain current in the position’s required fields of professional expertise and competencies including computer skills and other knowledge required for job proficiency.
• Maintain awareness of new developments in Ellucian Colleague, Self Service, Softdocs, and Informer; incorporate any new upgrades into daily responsibilities and provide staff training when necessary.
• Assist in the promotion and coordination of specific activities and events sponsored by Student Services.
• Duties of this position will involve working long hours during peak times and may involve attendance at evening or weekend events.
• Perform other related duties and responsibilities as required.

Benefits

• The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree