Registrar Specialist II

Lewis and Clark College
Oregon, United States
Salary Not Specified
Apr 07, 2021
Employment Type
Full Time
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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.


Responsible for set-up of the registration process through creation of course schedules, management of room assignments, and execution of necessary student information system processes. Writes and runs

reports drawn from data in the student information system. Develops and distributes instructions and information about registration, grading, schedule development, and other processes to faculty, students, and staff.

LCCSSA POSITIONS - This position is represented by the Lewis & Clark College Support Staff Association (LCCSSA) Local 4912 of the American Federation of Teachers (AFT).

The Bargaining Agreement may be accessed online at .


Operational Support (50%)

  • Provides departments with guidelines and deadlines for creating course schedules. Manages, maintains, and updates course schedules and section information in the student information system and on the web.

  • Assigns and schedules classrooms, conference rooms and South Campus Conference Center lounge throughout the academic year using EMS Enterprise scheduling software.

  • Maintains records of special room requirements (science, media, storage, sink size) for courses and faculty and assign classrooms appropriately.

  • Provides technical support to faculty, students and staff using the student information system, its web interface, and report writing software.

  • Contributes to operation policy decisions, including use of new technologies developed in consultation with the graduate registrar.

  • Processes, organizes and tracks student registration forms, including add/drop forms, for the Graduate

  • School, Center for Community Engagement, Northwest Writing Institute, and the Courage to Teach Program

  • Updates department website as needed.

Report Generation (25%)

  • With the graduate registrar, prepares reports on enrollment, classes, programs and degrees conferred as required by the academic departments, financial aid, student services, and the Dean’s office.

  • Generates room use reports and building/campus utilization reports.

Facilitates Communication (10%)

  • Provides outstanding customer service for students, faculty and staff, including prompt responses to

  • requests for information and providing answers regarding policies, procedures, regulations and requirements.

  • Informs appropriate departments of modifications to Student Information System.

  • Assists with student registration, distributes student schedules, and provides office coverage as necessary.

  • Counsels individual students regarding registration policies and procedures

Supervision and Training (10%)

  • Responsible for hiring, training, and supervising student employees.

  • Maintains procedural documentation to ensure efficient and accurate operations

  • Trains staff members in proper data maintenance in the student information system.

Event Coordination (5%)

  • For the annual commencement ceremony, assists with activities before, during, and after the event.

  • Acts as liaison with Events Planning and Facilities departments


  • High School Diploma or equivalent (GED)

  • 3 years experience in Higher Education

  • Experience with data information, including familiarity with Google Suite, report writing software, and

  • integrated student information systems, such as Ellucian Colleague.

  • Experience with managing web content for internal and external customers

  • Skill in planning and prioritizing complex tasks with conflicting demands and deadlines, frequent

  • interruptions, and changing priorities.

  • Demonstrated analytical and problem-solving skills.

  • Demonstrated ability to perform detailed work with a high degree of accuracy.

  • Demonstrated ability to provide excellent customer service.

  • Excellent written and verbal communication skills.

  • Excellent interpersonal skills, understanding of the unique environment of institutions of higher education.

  • Discretion, personal integrity and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines.

  • Understanding of the operations of a registrar's office in an institution of higher education.

  • Ability to transfer knowledge of and effectively communicate office procedures and policies

  • Ability to exercise use of independent judgement in a public context

  • Thorough understanding of registrar office operations

  • Thorough understanding of procedures for setting up registration and course schedules, as well as the ability to maintain room schedules.

  • Experience with Ellucian Colleague student information system with an understanding of its processes, its web interface, and its relation to auxiliary software. Ability to transfer that knowledge to others.


  • Bachelor’s Degree

  • 7 years experience in Higher Education


  • 37.5 hrs/week

  • Full-Time


  • LCCSSA Grade 16/Step F ($26.41/hr)


  • The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions

  • Bending, Twisting, Standing, Sitting, Walking, Grasping/Gripping, Pinching/Squeezing, Reaching, Repetitive hand movements (e.g., typing), Seeing, Talking, Hearing

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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