Associate Registrar

Pacific; Costa Mesa (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

Pacific in Costa Mesa seeks an Associate Registrar to manage college registration activities and maintain student records. The ideal candidate will hold a Bachelor’s degree and have 3-5 years of experience in higher education.

The Associate Registrar will ensure accuracy of records, assist with student information processing, and attend meetings related to academic operations. Skills in Microsoft Office and effective communication are essential for this role.

Qualifications

• 3-5 years of experience in higher education or related field.
• Ability to utilize the college's data system effectively.
• Ability to serve the institution's constituency.

Responsibilities

• Maintain accuracy, integrity, and confidentiality of student records.
• Process various student records changes and evaluations.
• Assist with college commencement activities and provide information.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Effective communication

Attention to detail

Education

Bachelor's degree in education, administration, or related field

Job description

PURPOSE

The purpose of this position is to support the functions of the Registrar by providing expertise in the management of college registration activities and maintenance and integrity of all student records.

REPORTS TO

Works under the general supervision of the Registrar.

PRIMARY DUTIES AND RESPONSIBILITIES

• Responsible for the maintenance of student records ensuring accuracy, integrity, and confidentiality of information.
• Monitors, adds, drops, withdrawals and the issuing of student transcripts and other student information.
• Processes grade changes, course substitutions, prior learning credit, credit by exam, and academic amnesty.
• Evaluate applications for articulation credit.
• Assists with the accurate and timely input of grades and last dates of attendance; oversees and processes the transfer credit evaluation process.
• Evaluates school transcripts for acceptable transfer credit.
• Enters appropriate data in the student information system.
• Responsible for the posting of transfer credit evaluations from students’ college transcripts, CLEP, Dantes, advanced placement scores, as well as military and other non-traditional credit from Joint Service Transcripts (JST) or DD-214.
• Researches and makes recommendations on courses offered by other colleges and submits Pacific College courses for evaluation by other colleges.
• Reviews agreements for accuracy of Pacific College course information and serves as a liaison with counterparts at institutions who have articulation agreements with Pacific College.
• Assists in the coordination of the college commencement activities.
• Uses computer to create reports, forms and charts from oral instructions or notes; composes routine letters and memos, as well as correspondence requiring diplomatic resolution of challenging customer service issues.
• Interacts with college employees, students, or outside contacts to provide information, answer questions, solve problems, or otherwise respond to legitimate requests.
• Attends meetings, conferences, and workshops to keep up to date on issues relating to registration, procedures and student records; attends college meetings and serves on college committees.
• Supervises department work study.
• Assumes the role of Registrar in absence of Registrar.
• Assists in the preparation of reports for both institutional use and external agencies.
• Performs other related tasks as required.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in education, administration, or related field.
• Three to five years of experience in an institution of higher education, or combination of education and experience commensurate with the requirements of this position.

JOB DIMENSIONS/NEEDED SKILLS

• Knowledge of and ability to use Microsoft Word, Excel, and Outlook and ability to learn a variety of computer software.
• Ability to communicate effectively in an educational setting.
• Ability to utilize the college’s data system.
• Accuracy – Have a flair for detail and a drive for accuracy of the institution’s data system and of reports issuing from this office.
• Concern for People – Has a genuine desire to serve the institution’s constituency.
• Initiative – Understands the job and pursues tasks to fulfillment without constant supervision.
• Integrity – Marked by adherence to ethical standards in all areas of life.
• Commitment to the college, self-reliance
• Dependability.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the associate registrar. While performing the duties of this job, the employee is regularly required to use hands to handle or feel. The employee is frequently required to walk and sit. The employee is occasionally required to stand; reach with hands and arms; talk or hear and taste or smell. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, color vision, peripheral vision, and ability to adjust focus.