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City Colleges of Chicago · 1 month ago

Assistant Registrar

Chicago, IL

Full-time

Onsite

Mid, Senior Level

$70K/yr - $75K/yr

3+ years exp

City Colleges of Chicago is a leading community college system dedicated to providing accessible education and promoting socioeconomic mobility. The Assistant Registrar will collaborate with the Registrar to manage student records, oversee operations, and ensure the integrity and confidentiality of academic records while providing high-quality services to students, staff, and faculty.

AlumniCommunitiesE-LearningEducationHigher Education

Responsibilities

Assists in managing day to day operations and providing oversight to student records management functions including maintenance of students records on CS9 student information system

Serves as the college’s administrator and trainer for the Transfer Evaluation System (TES), and associated policies and processes

Reviews business processes and makes recommendations for improvements to maintains and ensure the integrity and confidentiality of student records

Accountable for ensuring Office runs smoothly and staff continues to provide superior customer service in responding to enrollment and registration inquiries, issuing student transcripts, and processing class reinstatements and prior learning credit (military, foreign) and credit by exam

Monitors the Office’s email address, assigning received inquiries to staff for research and processing, and ensuring a solutions-based approach in resolving and responding to inquiries

Troubleshoots problems and addresses and resolves student record disputes; approves changes to student records as needed

Manages transfer credit evaluation processes, working with staff, advisors, and faculty to ensure courses from other institutions are consistently and accurately articulated onto student records

Reviews all transfer credit and credit evaluation reports prepared by staff for accuracy, completeness, and determination of equivalences

Supervises staff using Transfer Evaluation System (TES) in evaluation student transcripts from other institutions to identify whether course credits are transferable to CCC

Works with Deans, Department Chairs, and Transcript Evaluation Specialist in analyzing course descriptions and syllabi from other institutions to determine transfer credit equivalencies; ensures TES database is updated with new transfer equivalencies

Monitors the updating of student records on CS9 to establish transfer credit on student academic records

Assists Transcript Evaluation Specialist in responding to and resolving transcript evaluation appeals

Organizes and facilitate weekly staff meetings; provide job aids and coordinate guest speakers from other college departments as part of training and development

Works with Registrar in overseeing the grade submission and roster certification process, working with faculty and the Office of Instruction to ensure faculty certification deadlines are met and final grades are submitted

Assists college departments with resolving issues surrounding registration, enrollment, and student records to ensure the accurate reporting and processing of student enrollment data

Participates in degree conferral process, identifying students eligible for degree conferral and completing degree audit and academic review for awarding of degree

Monitors the processing of certificate conferrals by the District Office

Serves on Commencement Committees at the district and college level; monitors student eligibility for commencement; processes student regalia orders; distributes and collects regalia

Assists in monitoring faculty commencement participation; orders faculty and administrator regalia; attends commencement ceremonies and distributes regalia packets and other miscellaneous items

Attends regular campus and district wide meetings and participates on committees as needed

Qualification

Student information systemTranscript Evaluation SystemEnrollment services experienceMicrosoft Office 365Analytical skillsCultural diversity awarenessTactDiplomacyOrganizational skillsInterpersonal skillsCommunication skillsProblem-solving skills

Required

Bachelor's degree from an accredited college or university

Three years of work experience in student services within a college setting, preferably in enrollment related services and operations; admissions; registration or records

An equivalent combination of education and experience may be considered based on management's discretion

Knowledge and understanding of student information system (i.e. CS9) to maintain student records

Knowledge and understanding of TES – Transcript Evaluation System

Excellent organizational and administrative skills

Strong analytical and problem-solving skills

Ability to work within a culturally diverse environment

Ability to exercise tact and diplomacy in handling sensitive situations

Excellent interpersonal and communication skills

Proficiency in the use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams)