Registrar and Director of Registrar Services (DRS 22)

About Oakton Community College :

Oakton Community College, a caring community of educators dedicated to excellence and learning, invites applications for the Registrar and Director of Registrar Services (DRS 22)

A premier comprehensive community college, Oakton is 17 miles from downtown Chicago. Oakton serves the near northern suburbs of Chicago with campuses in Des Plaines and Skokie with buildings totaling over 700,000 square feet of space resting on 192 acres. These campuses serve almost 10,000 students annually that are enrolled in over 82,000 credit hours of instruction. The College's Operating Funds' budget (Education and Operations & Maintenance Funds) for the academic year ending on June 30, 2022 amounts to $76.7 million. The College has undertaken a five year, $68.5 million Master Plan which included the construction and recent opening of the 93,000 square foot Margaret Burke Lee Science and Health Careers building on the Des Plaines campus.

The College is known for its academic innovations, commitment to serving students, solid financial position, and supportive environment for both students and employees. Oakton seeks an Registrar and Director of Registrar Services who is an innovative leader and who will continue a strong tradition of excellence.

Candidates with a commitment to working in a culturally competent environment are especially valued at Oakton.

We encourage applications from candidates who reflect the increasing diversity of Oakton's student body and community, enhance and promote engagement with other cultures, and have demonstrated a commitment to working with and as part of a multicultural faculty and diverse student body and community.


Job Description:

Basis Functions and Responsibilities:

Serve as Oakton Community College's official guardian of the college's records. Provide leadership, administrative oversight, and direction to Registrar Services that upholds the mission of the department to preserve the academic integrity of the institution. This position is responsible for the accuracy, reliability, timeliness, retrieval, reporting and security of information about the college's students through effective performance in: comprehensive student records management; interpretation, programming and implementation of academic policy; reporting of student information; budget management; and management of staff. This position is also responsible for providing leadership and utilization of technology. The Registrar serves as a member of the Strategic Enrollment Management Team. This position collaborates effectively with identified College departments/offices, particularly those that support enrollment, policy development, record maintenance, compliance, and communication with students (i.e. Enrollment Services, Information Technology, Institutional Planning, Academic Affairs, etc.).

Characteristic Duties and Responsibilities:

• Provide leadership and strategic direction to Registrar Services. Ensure policies and processes align with federal, state, and local regulations, professional standards, and recognized best practices. Develop and manage the operational budget, ensure strong communication within the department, and provide professional development that support college goals, initiatives, and efficiency. .
  
• Maintain knowledge and understanding of state and federal regulations to support compliance, and complete required state and federal reports as scheduled. Intentionally participate in professional development activities to ensure current knowledge of policy interpretation and alignment with college procedures and administrative practices.
  
• Direct essential functions of Registrar operations, which includes (but is not limited to) maintaining all official academic records, evaluating student transcripts and processing transfer credits, posting course completion grades, verifying enrollment, processing grade changes, evaluating course substitutions, reviewing petitions for graduation, communicating with special populations such as students near completion, awarding credentials, and preparing diplomas. This also includes working cooperatively to maintain identified Illinois systems and tools intended to support effective transfer processes for students (e.g. Transferology).
  
• Ensure accurate and timely enrollment and graduation reporting to the National Student Clearinghouse. Resolve errors and collaborate with IT on programming edits that will improve the data reported. Maintain organizational security levels and access for the college. Assist Institutional Research (IR) with any questions or concerns regarding reporting. Create and maintain the annual reporting calendar, update dates with the Clearinghouse.
  
• Serve as the FERPA officer for the college, which involves supervising the security and maintenance of student academic files and other protected information, both physical and electronic. In addition, regularly provide FERPA information and training to identified college staff, stakeholders, and partners.
  
• Develop, evaluate, and administer transfer and prior learning credit equivalencies with established policies, procedures, and Illinois Articulation Initiative (IAI) guidelines in collaboration and coordination with Academic Affairs leadership. Communicate with college faculty, staff, and administrators regarding relevant college policies and processes.
  
• Oversee the preparation the academic calendar for approval by Oakton Board of Trustees. Ensure the calendar complies with federal and state regulations and dates stated in employment contracts such as holidays. Coordinate College leadership staff to support finalizing the calendar and communicating it in identified college publications/resources (i.e. catalog, website, etc.).
  
• Oversee the scheduling of classes. Collaborate with academic affairs on building an academic schedule that enhances the student experience and creates efficiencies. Aid in resolving conflicts including room locations, times, and instructional modalities.
  
• Participate on completion of identified Strategic Enrollment Management (SEM) goals and activities as identified by the Dean of Enrollment Management. This includes coordinating regular enrollment reports and collaborating with college leadership staff to deliver operational procedures and processes that result in high-quality service outcomes for students.
  
• Identify, develop, implement, and manage technology systems and tools to support college processes (i.e. registration, degree audit, transcript request/distribution, etc.). Collaborate with stakeholders, including Information Technology, to identify needs. Identify and support training and development initiatives for college staff that builds knowledge, innovation, and student service efficiencies.
  
• Evaluate and assess the functions and efficiencies of Registrar Services. Follow through on identified operational improvement plans. In addition, initiate professional development plans and activities that support staff effectiveness and support overall staff morale.
  
• Prepare identified reports in support of college compliance, accreditation, and program review, which also includes completing regular assessment initiatives. As well, lead department staff to prepare and produce written departmental reports and updates (quarterly and annually).
  
• Serve on College-wide committees that relate to professional responsibilities such a Commencement Committee and Academic Policies and Procedures Committee, as well as those assigned and supported by administrative leadership. Attend the Curriculum Committee meetings as an observer.
  
• Perform other job related duties as assigned

Requirements:

Minimum Qualifications:

• Master's degree in student personnel services, higher education, or appropriate discipline.
  
• Five years administrative leadership experience in higher educational. Preferred experience in enrollment related services and operations: admission, registration, or records.
  
• Three years of supervision of staff in student affairs/service required.
  
• Experience working with and managing sensitive records, responding to audits, and filing state and federal reports in support of college compliance required.
  
• Demonstrated leadership in developing and managing computerized student information system required. Intermediate computer competency including Microsoft office suite experience, including spreadsheets and databases, and knowledge of operating systems and cybersecurity. Experience with Banner preferred.
  
• Intermediate analytics skills with experience in statistics preferred.
  
• Ability to interact professionally and respectfully with people of different levels of education, cultural backgrounds, and life experiences.

Physical Demands & Working Conditions:

Light lifting up to 10 lbs and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on-campus and to visit off-campus entities. Work is performed in a general office environment and sedentary in nature. Little or no exposure to adverse working conditions.

Ability to travel between campuses and offsite events, including nights and weekends as needed.


Additional Information:

Supervision Received:

Administrative supervision is received from the Dean of Enrollment Management.

Supervision Exercised:

Administrative supervision is exercised over 8 full-time and 1 part-time classified staff members, as well as student employees.

HOURS: Monday - Friday 8:15 am - 5:00 pm

SALARY: Low: $95,048; Midpoint: $125,966; High: $161,571

Based on the needs of the college and with Administrator approval, some positions at the college may have remote or hybrid schedule options available. Please note, that during the 65 working day probationary period, employees are required to report to campus.


Application Instructions:

To become an applicant, interested individuals must complete the online application linked from the posting found on the Oakton website. Electronic copies of a cover letter, resume/cv, list of three (3) references with contact information and transcripts must be submitted by the applicant via uploading to the Oakton employment website. Please indicate the position code (DRS-22) on the cover letter. Uploaded documents need to be under 2 MB in size and in either .doc, .txt, or .pdf format. A total of 8 separate documents may be uploaded to an application file that has been successfully submitted to the College.

TRANSCRIPTS REQUIRED:
An UNOFFICIAL copy of transcripts must be submitted at the time of application by the applicant.

***Official transcripts for all degrees earned are only required prior to appointment.***

Official transcripts or a placement/credential file should be e-mailed to adminsearch@oakton.edu.

Official transcripts or placement/credential files sent by postal mail should be sent to:

Oakton Community College
Registrar and Director of Registrar Services (DRS-22)
c/o Human Resources Department
1600 East Golf Road
Des Plaines, IL 60016

Please contact Matthew Robitaille, Employment Coordinator at 847.635.1868 or mrobitai@oakton.edu if you encounter any difficulties with electronic submission of these documents.

Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.

Appointment to an administrator position is contingent upon approval by the College's Board of Trustees.

Interviewees will be reimbursed for expenses associated with travel in excess of 50 miles to the interviews.

Oakton Community College is an equal opportunity, affirmative action institution, committed to employing competent, qualified individuals. Oakton Community College does not discriminate on the basis of race, color, creed, religion, national origin, disability, age, marital status, military status, socioeconomic status, sex or gender, gender identity, or sexual orientation in admission to and participation in its educational programs, college activities and services, or in its employment practices.

URL: www.oakton.edu