This position is responsible to and serves the needs of the students and the college performing a variety of management and general business functions related to records management. The Registrar manages the overall organization, release, and maintenance of student academic records; evaluates transfer credit; helps maintain the student information system by managing data entry and edits. Oversees and validates and degree audits and final conferring of degree. The Registrar is responsible for maintaining the accuracy, integrity and confidentiality of student records. The Registrar is the certifying official for enrollment status, eligibility to participate in college athletics, and graduation. The Registrar participates in design and implementation of policies related to student records and is responsible for day-to-day decisions related to records management and enrollment services.
Essential Job Functions:
Records management and tracking
- Conduct departmental operations in full compliance with all academic policies and regulations related to student registration and records.
- Track students participating in our dual enrollment programs (Vermont Law School and Upper Valley Educational Institute) from enrollment at CSC, to enrollment at the other institution to graduating from CSC.
- Track and update several offices with retention and graduation rates. Created on a weekly basis and by terms.
- Maintain and update the databases used by the registrar’s office. This includes training others on usage and creating/updating reports to keep the office running as efficiently as possible.
- Serve on the Academic Policies Committee. Update and track all new curriculum requirements: this includes, but is not limited to, updating our two databases with new majors, new minors, new programs, teach out plans for retired majors, course substitutions and the blending of old programs requirements with new requirements. This also includes updating coding in PowerCAMPUS, updating catalog language, updating the registrar’s SharePoint site and various academic reports.
- Track graduates and participate in the annual graduation ceremony. This includes attending all meetings to plan the graduation ceremony, order and track honor tassels, order diploma supplies, print diploma, and auditing all graduates’ academic records to ensure that they can graduate. Providing the contents of the graduation program related to the lists of students participating in graduation and those in absentia. Verify that all students who are prospective graduates are coded as such in the program along with students with honors or in an honor society. Provide the name of the Winton Award winner to communication to the AVP office.
Office process and policy development
- Plan, implement, administer, monitor, and evaluate all of the specific functions and services of the Registrar's Office, including operating policies, procedures, processes and systems.
- Develop and modify policies/systems in accordance with institutional needs and objectives, as well as external regulations.
- Develop, implement and assess the outcomes of a strategic plan for the registrar’s office.
- Play a lead role in a variety of key planning tasks related to the department’s functions, such as planning the registration/pre-registration process, creation of the master schedule, computerizing student record systems, developing or modifying academic policies related to assigned areas of responsibility, analysis of classroom facility needs.
- Confer regularly with the AVP and other CSC personnel to plan, coordinate, and evaluate policies/systems/activities, exchange information, interpret policies, investigate and resolve problems.
- Serve on various College committees and attend special events as necessary (such as Accepted Students Day).
- Monitor all record systems on a continuing basis; modify systems as appropriate to correct problems or improve system security and/or efficiency.
- Supervise/carry out regular records management, reporting, and processing functions, such as preparing and updating class lists and student rosters, student registration, and issuing transcripts and grade reports. Supervise/carry out the scheduling of classrooms, preparation of final exam schedule, and related tasks.
- Evaluate transcripts (domestic and international) and assign transfer credits. Transcripts are evaluated upon acceptance to the college. Verify degree candidates, and audit a variety of student records.
- Compile a variety of statistical information and prepare reports for use by College constituencies, outside organizations and governmental agencies. This statement is referencing current student data, not past data.
- Gather institutional research for past and present data. This is including but not limited to IPEDS, US News and World Reports, NCAA, SARA, program reviews and faculty research data.
- Prepare a variety of internal administrative/management reports related to Registrar's Office functions. Including official statistics for the summer, fall and spring terms.
- Serve as the College’s liaison with accrediting officials, government agencies, professional organizations, and others outside the College on matters related to student records.
- Keep abreast of current developments in higher education relevant to assigned functions.
- Supervise the Assistant Registrar and Operations Coordinator
- Employ and supervise student workers to help with various tasks that support the registrar’s office.
- Coordinate the annual college catalog update.
- Communicate with faculty, staff and students about course scheduling, the academic calendar, deadlines for drop/add/withdrawal, etc. that are related to the Registrar’s office purview.
- Bachelor's degree, Master’s preferred.
- A minimum of five to seven years of relevant technical and administrative experience, or a combination of education and experience from which comparable knowledge and skills can be acquired.Ability to develop a professional and solid rapport with students (both traditional undergraduate and professional learners), staff, faculty members, administration, and work in a college environment.
- Good organizational, time management skills and the ability to multi-task and demonstrate excellent customer service, marketing and sales skills, with a service-centered philosophy.
- Excellent computer skills and at maintaining data on-line. Experience with Power Campus, MS Access and interface with Argos worksheets.
- Conscientious about the work environment - must be accurate, a problem solver and detail oriented.
- Must enjoy working with people and demonstrate excellent interpersonal and communication skills, as well as the ability to foster effective campus and external relationships.
- Ability to be creative and innovative.
- Ability to develop and implement needs assessments.
- Entrepreneurial in setting goals and objectives and general operation.
- Self-starter and have the ability to work and make decisions independently.
- Willing to work evenings and/or weekends as necessary.
- Excited to work with a diverse population and support diversity awareness.
- Demonstrates support for the mission, philosophy, vision, goals and objectives of CSC.
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