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Graduate Registrar Transcript and Records

Lewis and Clark College
Oregon, United States
Salary Not Specified
Posted date
Oct 4, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Admissions, Enrollment, Retention & Registrar
Salary Band
Not specified
Employment Type
Part Time
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Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please close this window and log into Workday and click on Talent and Performance to apply internally.
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.

About the Position

The Graduate Registrar Transcript and Records performs a variety of administrative or operational support duties working mostly under general supervision with occasional discretion or latitude within existing policies and procedures. Duties include monitoring and responding to email, phone and in-person inquiries, processing and mailing paper transcripts, troubleshooting electronic transcript requests, document scanning/filing, processing payments, monitoring and tracking electronic forms, coordinating enrollment verifications and distributing grade reports. Duties also include management of Taskstream assessment accounts, publishing projects and developing reports for the course evaluation system and maintaining procedure documentation.

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 .

What You'll Do

1. Transcript Processing (30%)
  • Field incoming requests and review for accuracy and eligibility

  • Data entry into Colleague SIS; printing and mailing
  • Electronic transcript troubleshooting, resolve errors and process
  • Maintain procedure documentation
2. General Customer Service (20%)
  • Respond to general inquiries in person, via email and phone regarding registration and records.
  • Communicate college policies and procedures.
3. Electronic Form Maintenance (15%)
  • On a weekly basis, review electronic form submissions to ensure proper flow and approval process.
  • Troubleshoot, communicate and escalate any issues as needed
  • Maintain procedure documentation
4. Scanning/Filing Electronic & Paper Records (10%)
  • Save documents electronically as they are submitted to the GradReg Office
  • Scan archived files as time permits
5. Talkstream Account Management (10%)
  • Use SIS to create and manage Taskstream accounts weekly
  • Monitor and respond to assessment email as appropriate (multiple times throughout the day)
  • Maintain procedure documentation
6. Publish & Report Course Evaluation (10%)
  • Utilize BLUE course evaluation system to copy/initiate new projects and reports each term
  • Identifying anomalies and escalate as needed
  • Monitor course evaluation email (multiple times throughout the day) and respond as appropriate/needed to students, faculty and staff inquiries.
  • Maintain procedure documentation
7. Other Duties as Assigned (5%)

Minimum Qualifications
  • High School diploma or equivalent
  • Two years of experience with administrative support and operations.
  • One year of experience working with multiple database systems
  • Demonstrated ability to follow through and complete assigned tasks
  • Strong organizational skills and attention to detail
  • Demonstrated ability to perform detailed work with a high degree of accuracy.
  • Strong verbal and written communication skills
  • Excellent customer service and interpersonal skills
  • Discretion, personal integrity and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines.
  • Ability to work collaboratively and work across functions
  • Ability to carry out responsibilities in alignment with the social justice mission of the Graduate School
Preferred Qualifications
  • Experience with student information systems and databases
  • Experience working in higher education
  • Self-education of, and keeping current on, the workings of education-related cloud systems
  • Identify and recommend opportunities for efficiency and process improvement.
Work Schedule
  • Part-time (0.67 FTE)
  • 25 hours per week
  • Benefits Eligible: Yes
Pay Rate
  • $20.72hr (LCCSSA Grade 13)
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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