Registrar Specialist II

JOB SUMMARY

 

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 http://www.lclark.edu/unions/lccssa/. 

 

DESCRIPTION OF DUTIES & RESPONSIBILITIES:

 

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

 

MINIMUM QUALIFICATIONS:

• 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.

 

PREFERRED QUALIFICATIONS:

• Bachelor’s Degree

• 7 years experience in Higher Education

 

WORK SCHEDULE:

• 37.5 hrs/week

• Full-Time

 

PAYRATE:

• LCCSSA Grade 16/Step F ($26.41/hr)

 

PHYSICAL REQUIREMENTS:

• 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