Assistant Registrar: Student Records & Transfer Specialist

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

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.