Assistant Registrar

CCC Social Sourcing•Chicago, IL

About The Position

Malcolm X College is seeking an Assistant Registrar to join the Student Services Team. Since 1911, City Colleges of Chicago has been connecting students from across Chicago’s neighborhoods to economic opportunity. By offering a quality education at an unprecedented value, City Colleges provides our students and alumni with a pathway to upward mobility. City Colleges of Chicago is the city’s most accessible higher education engine of socioeconomic mobility and racial equity—empowering its students to take part in building a stronger and more just city. As Illinois’ largest community college system, City Colleges is comprised of seven colleges and five satellite sites across Chicago. The Office of the Registrar monitors the enrollment of students, maintains student records, and works with faculty, administration, and staff on academic matters. The Registrar’s Office preserves the academic integrity and confidentiality of student academic records, adhering to and enforcing the CCC academic and student policies and the Family Educational Rights and Privacy Act FERPA). Services provided by the Office of the Registrar include: transcript requests; transfer credit evaluations; enrollment and registration inquiries; degree and enrollment verification requests; student record updates; faculty certification/grades; prior learning assessments (PLA); degree audit and conferral; graduation and commencement services. The mission of Malcolm X College is to provide accessible liberal arts and health-focused education that fosters personal and professional achievement. To fulfill this mission, we focus on the following core values: accountability, community, diversity, empowerment, learning, and respect. PRIMARY OBJECTIVE Reporting to the Registrar, the Assistant Registrar works collaboratively with the Registrar in directing the management of student records, reviewing business processes, and overseeing work operations to ensure the confidentiality, academic integrity, and consistency of student academic records. As second-in-charge, the Assistant Registrar supervises staff in the Office of the Registrar; manages the transcript evaluation process; provides credentials evaluation in support of the admission and enrollment process; and establishes a customer-centric service approach focused on delivering high-quality, policy-based services to students, staff, and faculty. Performs related duties as required.

Requirements

Bachelor’s degree from an accredited college or university.
Three years of work experience in student services within a college setting, preferably in enrollment related services and operations; admissions; registration or records
Knowledge and understanding of student information system (i.e. CS9) to maintain student records
Knowledge and understanding of TES – Transcript Evaluation System
Excellent organizational and administrative skills
Strong analytical and problem-solving skills
Ability to work within a culturally diverse environment
Ability to exercise tact and diplomacy in handling sensitive situations
Excellent interpersonal and communication skills
Proficiency in the use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams)

Nice To Haves

Master’s degree preferred.
Supervisory experience in student affairs/student services or related field preferred
An equivalent combination of education and experience may be considered based on management’s discretion

Responsibilities

Assists in managing day to day operations and providing oversight to student records management functions including maintenance of students records on CS9 student information system.
Serves as the college’s administrator and trainer for the Transfer Evaluation System (TES), and associated policies and processes.
Reviews business processes and makes recommendations for improvements to maintains and ensure the integrity and confidentiality of student records.
Accountable for ensuring Office runs smoothly and staff continues to provide superior customer service in responding to enrollment and registration inquiries, issuing student transcripts, and processing class reinstatements and prior learning credit (military, foreign) and credit by exam.
Monitors the Office’s email address, assigning received inquiries to staff for research and processing, and ensuring a solutions-based approach in resolving and responding to inquiries.
Troubleshoots problems and addresses and resolves student record disputes; approves changes to student records as needed.
Manages transfer credit evaluation processes, working with staff, advisors, and faculty to ensure courses from other institutions are consistently and accurately articulated onto student records.
Reviews all transfer credit and credit evaluation reports prepared by staff for accuracy, completeness, and determination of equivalences.
Supervises staff using Transfer Evaluation System (TES) in evaluation student transcripts from other institutions to identify whether course credits are transferable to CCC.
Works with Deans, Department Chairs, and Transcript Evaluation Specialist in analyzing course descriptions and syllabi from other institutions to determine transfer credit equivalencies; ensures TES database is updated with new transfer equivalencies.
Monitors the updating of student records on CS9 to establish transfer credit on student academic records.
Assists Transcript Evaluation Specialist in responding to and resolving transcript evaluation appeals.
Organizes and facilitate weekly staff meetings; provide job aids and coordinate guest speakers from other college departments as part of training and development.
Works with Registrar in overseeing the grade submission and roster certification process, working with faculty and the Office of Instruction to ensure faculty certification deadlines are met and final grades are submitted.
Assists college departments with resolving issues surrounding registration, enrollment, and student records to ensure the accurate reporting and processing of student enrollment data.
Participates in degree conferral process, identifying students eligible for degree conferral and completing degree audit and academic review for awarding of degree.
Monitors the processing of certificate conferrals by the District Office.
Serves on Commencement Committees at the district and college level; monitors student eligibility for commencement; processes student regalia orders; distributes and collects regalia.
Assists in monitoring faculty commencement participation; orders faculty and administrator regalia; attends commencement ceremonies and distributes regalia packets and other miscellaneous items.
Attends regular campus and district wide meetings and participates on committees as needed.