Assistant Registrar

City Colleges of Chicago; Chicago (IL); On-site; USD 70,000 - 75,000; Full time

Job summary

Malcolm X College, part of City Colleges of Chicago, seeks an Assistant Registrar to join the Student Services Team in directing the management of student records and ensuring confidentiality and integrity of records.

The role involves supervising staff, overseeing transfer credit evaluation, TES processes, and working with Deans to determine transfer credit equivalencies, with a customer-centric, policy-based service approach for students and faculty.

Qualifications

• Bachelor’s degree from an accredited college or university. Master’s degree preferred.
• Three years of work experience in student services within a college setting, preferably in enrollment related services and operations; admissions; registration or records
• Supervisory experience in student affairs/student services or related field preferred
• An equivalent combination of education and experience may be considered based on management’s discretion
• Knowledge and understanding of CS9 student information system 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)

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 college administrator and trainer for TES and related policies and processes.
• Reviews business processes and makes recommendations for improvements to maintain integrity and confidentiality of student records.
• Ensures the office runs smoothly and staff provide superior service for enrollment and registration inquiries, transcripts, reinstatements and prior learning credit.
• Monitors the office email, assigns inquiries to staff and resolves inquiries with a solutions-based approach.
• Troubleshoots problems and addresses disputes; approves changes to student records as needed.
• Manages transfer credit evaluation processes with staff, advisors, and faculty to ensure transfer credits are accurately articulated.
• Reviews transfer credit and evaluation reports for accuracy and equivalencies.
• Supervises staff using TES in evaluating transcripts from other institutions for transferability.
• Works with Deans and Chairs to analyze course descriptions and update TES with new transfer equivalencies.
• Monitors updating of CS9 to establish transfer credit on records.
• Assists Transcript Evaluation Specialist in resolving transcript evaluation appeals.
• Organizes weekly staff meetings and training sessions with guest speakers from other departments.
• Oversees grade submission and roster certification deadlines with faculty and Instruction Office.
• Assists departments with enrollment data issues and reporting.
• Participates in degree conferral and audit processes.
• Monitors semester and district processes for degree and certificate conferrals.
• Serves on commencement committees and manages regalia orders.
• Attends campus and district meetings and participates on committees as needed.

Skills

Supervisory experience

Organizational skills

Analytical skills

Interpersonal skills

Communication skills

Microsoft Office 365

Education

Bachelor’s degree

Master’s degree preferred

Tools

CS9 knowledge

TES knowledge

Job description

ASSISTANT REGISTRAR

MALCOLM X COLLEGE

Malcolm X College is seeking an Assistant Registrar to jointhe Student Services Team.

Since 1911, City Colleges of Chicago has been connectingstudents from across Chicago’s neighborhoods to economicopportunity. By offering a quality education at an unprecedentedvalue, City Colleges provides our students and alumni with apathway to upward mobility. City Colleges of Chicago is the city’smost accessible higher education engine of socioeconomic mobilityand racial equity—empowering its students to take part in buildinga stronger and more just city. As Illinois’ largest communitycollege system, City Colleges is comprised of seven colleges andfive satellite sites across Chicago.

The Office of the Registrar monitors the enrollment of students,maintains student records, and works with faculty, administration,and staff on academic matters. The Registrar’s Office preserves theacademic integrity and confidentiality of student academic records,adhering to and enforcing the CCC academic and student policies andthe Family Educational Rights and Privacy Act FERPA).

Services provided by the Office of the Registrar include:transcript requests; transfer credit evaluations; enrollment andregistration inquiries; degree and enrollment verificationrequests; student record updates; faculty certification/grades;prior learning assessments (PLA); degree audit and conferral;graduation and commencement services.

The mission of Malcolm X College is to provide accessibleliberal arts and health-focused education that fosters personal andprofessional achievement. To fulfill this mission, we focus on thefollowing core values: accountability, community, diversity,empowerment, learning, and respect.

PRIMARY OBJECTIVE

Reporting to the Registrar, the Assistant Registrar workscollaboratively with the Registrar in directing the management ofstudent records, reviewing business processes, and overseeing workoperations to ensure the confidentiality, academic integrity, andconsistency of student academic records.

As second-in-charge, the Assistant Registrar supervisesstaff in the Office of the Registrar; manages the transcriptevaluation process; provides credentials evaluation in support ofthe admission and enrollment process; and establishes acustomer-centric service approach focused on deliveringhigh-quality, policy-based services to students, staff, andfaculty. Performs related duties as required.

ESSENTIAL DUTIES:

• Assists in managing day to day operations and providingoversight to student records management functions includingmaintenance of students records on CS9 student informationsystem.
• Serves as the college’s administrator and trainer for theTransfer Evaluation System (TES), and associated policies andprocesses.
• Reviews business processes and makes recommendations forimprovements to maintains and ensure the integrity andconfidentiality of student records.
• Accountable for ensuring Office runs smoothly and staffcontinues to provide superior customer service in responding toenrollment 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 receivedinquiries to staff for research and processing, and ensuring asolutions-based approach in resolving and responding toinquiries.
• Troubleshoots problems and addresses and resolves studentrecord disputes; approves changes to student records asneeded.
• Manages transfer credit evaluation processes, working withstaff, advisors, and faculty to ensure courses from otherinstitutions are consistently and accurately articulated ontostudent records.
• Reviews all transfer credit and credit evaluation reportsprepared by staff for accuracy, completeness, and determination ofequivalences.
• Supervises staff using Transfer Evaluation System (TES) inevaluation student transcripts from other institutions to identifywhether course credits are transferable to CCC.
• Works with Deans, Department Chairs, and TranscriptEvaluation Specialist in analyzing course descriptions and syllabifrom other institutions to determine transfer credit equivalencies;ensures TES database is updated with new transferequivalencies.
• Monitors the updating of student records on CS9 toestablish transfer credit on student academic records.
• Assists Transcript Evaluation Specialist in respondingto and resolving transcript evaluation appeals.
• Organizes and facilitate weekly staff meetings; providejob aids and coordinate guest speakers from other collegedepartments as part of training and development.
• Works with Registrar in overseeing the grade submissionand roster certification process, working with faculty and theOffice of Instruction to ensure faculty certification deadlines aremet and final grades are submitted.
• Assists college departments with resolving issuessurrounding registration, enrollment, and student records to ensurethe accurate reporting and processing of student enrollmentdata.
• Participates in degree conferral process, identifyingstudents eligible for degree conferral and completing degree auditand academic review for awarding of degree.
• Monitors the processing of certificate conferrals by theDistrict Office.
• Serves on Commencement Committees at the district andcollege level; monitors student eligibility for commencement;processes student regalia orders; distributes and collectsregalia.
• Assists in monitoring faculty commencement participation;orders faculty and administrator regalia; attends commencementceremonies and distributes regalia packets and other miscellaneousitems.
• Attends regular campus and district wide meetings andparticipates on committees as needed.

QUALIFICATIONS

• Bachelor’s degree from an accredited college or university.Master’s degree preferred.
• Three years of work experience in student services withinacollege setting, preferably in enrollment related services andoperations; admissions; registration or records
• Supervisory experience in student affairs/student services orrelated field preferred
• An equivalent combination of education and experience may beconsidered 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 EvaluationSystem
• 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 sensitivesituations
• Excellent interpersonal and communication skills
• Proficiency in the use of Microsoft Office 365 (Word, Excel,PowerPoint, Outlook, Teams)

Salary Range : $70,251 – 75,000

Offered salary will be determined by the applicant's education,knowledge, skills and abilities, as well as other factors such asinternal equity.

Benefits information is found at https://www.ccc.edu/departments/Benefits/

Malcolm X College has been recognized as a Promising Places to Workin Community Colleges award winner! The award is given by theNational Institute for Staff and Organizational Development(NISOD), a membership organization committed to promoting andcelebrating excellence in teaching and leadership at community andtechnical colleges, and Diverse: Issues in Higher Education, aleading academic publication.

MXC was recognized for its best-in-class student and staffrecruitment and retention practices, inclusive learning and workingenvironments, and meaningful community service and engagementopportunities.

Chicago residency is required for all full-time employees within6 months of hire.

We are an equal opportunity and affirmative actionemployer.

Thank you for your interest in City Colleges ofChicago!

Additional Information

• Salary Range: $70,251 - 75,000