Assistant Registrar

Institute of Culinary Education; Pasadena (CA); On-site; USD 33,778 - 36,437; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Disability Insurance

Life Insurance

Paid Time Off

Tuition forgiveness in ICE’s Career Tr

Flexible Spending Account

401(k)

Job summary

Institute of Culinary Education, Pasadena, seeks an Assistant Registrar to support the Registrar and contribute to planning, organization, and management of activities within the Education and Student Affairs Department.

The role involves maintaining student records, scheduling classes, coordinating calendars, assigning faculty, and ensuring FERPA compliance. A Bachelor’s degree and 2+ years of related experience are required, with strong Microsoft Office and SIS experience a plus.

Qualifications

• Excellent written and verbal communication skills.
• Strong sense of urgency and attention to detail.
• Proven ability to work independently and collaboratively within a team.
• Demonstrated ability to prioritize multiple tasks to meet deadlines.
• Ability to collaborate across departments and teams.
• Strong critical thinking and problem-solving skills.

Responsibilities

• Process and maintain the security, integrity and administration of all official student records for ICE’s diploma programs.
• Assist in scheduling classes in Connect Daily calendaring system and ensure that courses are published in the Student Information System (Anthology).
• Support the Registrar in developing the annual academic calendar in collaboration with Admissions and other departments.
• Maintain and regularly update class calendars to ensure accuracy and consistency.
• Manage room assignments and apply adjustments as needed based on availability and scheduling changes.
• Assign faculty to classes according to instructor availability, curriculum requirements, and department needs.
• Maintain accurate records of curriculum details, class schedules, instructor assignments, and class capacities.
• Coordinate instructor substitution requests and confirm replacements with the designated substitute instructors.
• Participate in registration related activities and new student orientations.
• Process and maintain student academic records and student information associated with registration.
• Manage course setup in Canvas, ensuring curriculum materials are accessible to students at the start of each class.
• Generate unposted attendance and final grade reports to guarantee compliance, and produce other reports as needed.
• Prepare and disseminate progress reports.
• Adhere to FERPA, state and federal, I-20 and VA regulations.
• Assist Registrar with the preparation and distribution of graduation documentation.
• Collaborate with administrators, deans, faculty, and IT to facilitate and improve services to students, including registration/records policy questions.
• Manage the course failure process by conducting student outreach and identifying/securing available class options for retakes.
• Retention Efforts – in conjunction with the Office of Student Affairs, provide support on all aspects of the remediation process including the posting of all make-up hours and advising on the overall progress for each student in real time.
• Manage Student Awards ballot process, including tracking class end dates, distributing ballots, and coordinating medal distribution.
• Liaise with pertinent stakeholders for annual commencement activities.
• Support the Registrar, Office of Student Affairs and Career Services with administrative functions as needed.

Skills

Communication

Attention to detail

Time management

Teamwork

Critical thinking

Interpersonal skills

Education

Bachelor’s Degree

Tools

Microsoft Office

Campus Nexus Student

Anthology

Job description

The Institute of Culinary Education is dedicated to inspiring our students to reach their full potential through an education that emphasizes technique and professionalism. We accomplish this in a passionate, disciplined environment that fosters excellence, critical thinking and creativity in students, faculty and staff.

Position Summary

The Institute of Culinary Education has grown to become the largest culinary institute in New York City and Los Angles and is evolving into a nationwide organization through the rollout of its online learning platform. ICE is a unique organization that blends the characteristics of a highly regulated for-profit school with the intensity of an expansive culinary/hospitality operation.

The Assistant Registrar for the Institute of Culinary Education supports the Registrar and
contributes to the planning, organization, and management of activities and objectives within the
Education and Student Affairs Department.

Specific Job Responsibilities

• Process and maintain the security, integrity and administration of all official student records for ICE’s various diploma programs.
• Assist in scheduling classes in Connect Daily calendaring system and ensure that courses are published in our Student Information System (Anthology).
• Support the Registrar in developing the annual academic calendar in collaboration with Admissions and other departments.
• Maintain and regularly update class calendars to ensure accuracy and consistency.
• Manage room assignments and apply adjustments as needed based on availability and scheduling changes.
• Assign faculty to classes according to instructor availability, curriculum requirements, and department needs
• Maintain accurate records of curriculum details, class schedules, instructor assignments, and class capacities
• Coordinate instructor substitution requests and confirm replacements with the designated substitute instructors
• Participate in registration related activities and new student orientations
• Process and maintain student academic records and student information associated with registration
• Manage course setup in Canvas, ensuring curriculum materials are accessible to students at the start of each class.
• Generate unposted attendance and final grade reports to guarantee compliance, and produce other reports as needed.
• Prepare and disseminate progress reports.
• Adhere to FERPA, state and federal, I-20 and VA regulations.
• Assist Registrar with the preparation and distribution of graduation documentation.
• Collaborate with administrators, deans, faculty, and IT to facilitate and improve services to students, including registration/records policy questions.
• Manage the course failure process by conducting student outreach and identifying/securing available class options for retakes.
• Retention Efforts – in conjunction with the Office of Student Affairs, provide support on all aspects of the remediation process including the posting of all make-up hours and advising on the overall progress for each student in real time.
• Manage Student Awards ballot process, including tracking class end dates, distributing ballots, and coordinating medal distribution.
• Liaise with pertinent stakeholders for annual commencement activities.
• Support the Registrar, Office of Student Affairs and Career Services with administrative functions as needed.

Experience & Educational Requirements

• Bachelor’s Degree Required
• Minimum of two (2) years related work experience; higher education experience preferred.
• Proficient in Microsoft Office applications, including Outlook, PowerPoint, Word and Excel; experience with Campus Nexus Student and Anthology is a plus.
• Strong sense of urgency and attention to detail.
• Excellent written and verbal communication skills, with strong presentation and interpersonal abilities.
• Proven ability to work both independently and collaboratively within a team environment.
• Demonstrated ability to prioritize multiple tasks to meet deadlines.
• Ability to collaborate effectively across departments and teams.
• Strong critical thinking and problem-solving skills.
• An interest in food and cooking preferred.

What We Offer

PAY RATE: $24.52 to $26.45 Per Hour

• Health Insurance
• Vision Insurance
• Disability Insurance
• Life Insurance
• Paid Time Off
• Tuition forgiveness in ICE’s Career Training programs
• Flexible Spending Account
• 401(k)

About the Institute of Culinary Education

The award-winning Institute of Culinary Education was established in 1975 and has since grown to be one of America’s leading centers for culinary education and the largest culinary institute in New York City and Los Angeles. In 2015, we built and moved to a new flagship location in lower Manhattan, NY. In 2019, USAToday ranked ICE the “#1 culinary school in America”. The foundation of ICE is its programs in Culinary Arts, Pastry & Baking Arts, Restaurant & Culinary Management, Hotel & Hospitality Management and Health-Supportive Culinary Arts. Our programs are intensive, sophisticated and can be completed in 6-13 months. In addition to career programs, ICE offers a vast menu of recreational courses for the public, and a highly developed special events division. We continue to grow and evolve with the launch of its LA campus in 2018, the acquisition of the Natural Gourmet Institute in 2019 and the acquisition of the French Culinary Institute (ie International Culinary Center) in 2020. For more information about the Institute, please visit our website at ice.edu or connect with us @iceculinary on Facebook, Twitter and Instagram. Watch our videos on YouTube at: https://www.youtube.com/iceculinary .

The Institute of Culinary Education is an equal-opportunity employer.