Registrar Specialist I

Employer
Lewis and Clark College
Location
Oregon, United States
Salary
Salary Not Specified
Posted
Apr 12, 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.

JOB SUMMARY

Responsible for monitoring degree applications and graduate students’ progress toward graduation for nearly 40 degree, certificate and CCE programs. Oversees integrity of student records in physical and digital files and in Colleague and Perceptive Content systems. First point of contact for student grades, grade changes, and degree posting. Processes registration changes, leaves of absence, and withdrawals analyzing policy to determine appropriate grades and refund allowances. Serves as a liaison between the Registrar’s office and the academic departments, financial aid, cashier, and student accounts.

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 (40%)

  • Audits degree applications for all graduating students for Graduate and CCE degree and certificate programs. Monitors students’ progress towards graduation in order to communicate the requirements necessary for degree completion with the program directors and students.

  • Makes recommendations for operational and process improvements that may inform policy. This includes use of new technologies developed in consultation with Graduate Registrar.

  • Posts degrees, orders diplomas, and oversees processing and mailing of diploma packets for students four times per year. Creates lists and reports for academic departments.

  • Processes replacement diploma orders.

  • Processes registration changes, leaves of absence, and withdrawals in accordance with standard practices and methods to determine appropriate grades and refund allowances

  • Update department website as needed

  • Maintains inventory of office supplies, mailing supplies, diploma covers and paper as well as graduate transcript paper, working with vendors as necessary for reordering.



Data Management/Recordkeeping (30%)

  • Responsible for the security, integrity, and accuracy of student academic records. Oversees creation of new student files and maintenance of physical and digital student files, including coordinating with record archives and the Admissions Office. Ensures compliance with FERPA as it relates to student records.

  • Processes address, legal/chosen name, and gender changes in student information system, careful to collect appropriate records according to college policy.

  • Processes grade changes, course waivers, substitutions, exceptions and transfer credits, maintaining thorough and accurate records. Processes CCE grade reports so they can be mailed to students.

  • Processes degree verifications through the National Student Loan Clearinghouse.

  • Trains student workers and new staff in filing and records maintenance procedures.



Customer Service (20%)

  • Provides outstanding customer service for students, faculty and staff, including prompt responses to requests for information and directions regarding policies, procedures, and requirements.

  • Responsible for answering questions regarding all Graduate School academic programs and registration processes in person, by phone, and electronically from current students, potential students, and alumni. Provides students and faculty with information and assistance as needed

  • Assists with maintaining the procedure and policies manual for the Graduate Registrar’s Office to ensure consistent services among Graduate Registrar staff.



Event/Meeting Coordination (10%)

  • Schedules meeting rooms for staff use as needed on a daily basis and acts as back-up to the Registration Specialist in assigning classrooms for scheduled Graduate School on-campus courses.

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



MINIMUM QUALIFICATIONS:

  • A combination of Education & Experience: High School Diploma or equivalent (GED) & 6 years of related job experience; OR Associate’s degree (2 years of college coursework) & 4 years of related job experience; OR Bachelor’s degree & 2 years of related job experience

  • Office experience in busy environment.

  • Strong word-processing, spreadsheet, database management skills.

  • Experience managing web content for internal and external customers.



PREFERRED QUALIFICATIONS:

  • Bachelor’s degree & 2 years of related job experience



WORK SCHEDULE:

  • 37.5 hrs/week

  • Full-Time



PAYRATE:

  • LCCSSA Grade 15/Step F

  • $24.11/hr



PHYSICAL REQUIREMENTS:

  • Bending, Twisting, Standing, Sitting, Walking, Grasping/Gripping, Reaching, Pushing/Pulling, Repetitive Hand Movements, 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

( https://www.lclark.edu/about/title_ix_compliance ).

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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