Associate Registrar

Flathead Valley Community College; Kalispell (MT); On-site; USD 28,000 - 32,000; Full time

Benefits offered by this job

Health/Vision & Dental

Vacation days up to 15

Sick days 12

Holidays 12

PERS retirement

403(b) match up to 7%

Tuition Waiver benefits

Job summary

Flathead Valley Community College in Kalispell, MT invites applications for a full-time Student Records/Registrar Specialist. The role focuses on evaluation of transcripts, maintaining student records, and advising on graduation-related matters.

You will coordinate with faculty, counselors, and enrollment services to ensure accurate records and compliant processes. Responsibilities include processing enrollment data with the National Student Clearinghouse, disbursing diplomas, preparing

Qualifications

• Bachelor’s degree or equivalent AND one year of related experience, OR
• Associate’s degree and three years of related experience, OR
• An equivalent combination of higher education and experience

Responsibilities

• Evaluates college courses, International Baccalaureate, Advanced Placement, and Military transcripts; consults with faculty for reevaluations and maintains records of decisions
• Serves as the primary resource for graduation and transcript evaluation questions and procedures; counsels on related matters; responds to and resolves related questions and problems
• Processes and submits student enrollment reporting to the National Student Clearinghouse
• Assist with the evaluation and processing of student records for Medical Withdrawals and Course Challenges
• Oversees the design and review of processes to ensure the clear, efficient tracking of evaluations
• Works closely and cooperatively with campus departments, faculty and related agencies on programmatic, financial, and compliance matters
• Responsible for maintenance and retention of student college transcript records; performs accurate record keeping, reporting, and audits for compliance with state and federal legal regulations
• Responsible for accuracy and disbursement of graduation diplomas (name, degree, etc.) and other graduation duties
• Prepares, edits, and disseminates all registration and records of communication to students from the Registrar’s office
• Assists with mapping graduation substitutions, evaluating sort preferences for degree requirements, mass updating of student records and the setup of program requirements in information system each academic year
• Advances the goals of department in support of the strategic plan, working closely with supervisor
• Reviews and makes recommendations on applicable policies and procedures; assists in the interpretation of policy related issues
• Meets program requirements; disseminates and maintains confidential records
• Establishes and initiates effective and timely communications to assure sharing of information
• Remains current in practices, trends and research related to areas of assignment
• Attends related trainings, workshops, and professional development
• Cross trains to perform other departmental and team functions; backfills for staff as needed
• Actively participates in the development of a climate that promotes and supports innovation and efforts to continuously improve services to students, faculty, and the College
• Creates and maintains a collaborative and collegial environment with colleagues and maintains effective working relationships
• Maintains professional ethics and confidentiality of students in accordance with applicable laws and policies
• Advances the mission of FVCC by serving on or convening committees and contributing in the community in college-related activities
• Performs other duties as assigned
• Reports to Registrar

Skills

Transcript evaluation

Records maintenance

Customer service

Communication skills

Time management

Problem solving

Detail oriented

Education

Bachelor’s degree or equivalent

Associate’s degree + 3 years experience

Equivalent combination of education/experience

Job description

Job Details

Job Location: KALISPELL, MT 59901

Position Type: Full Time

Education Level: Education/Work Experience

Salary Range: $20.19 - $23.56 Hourly

Job Category: Professional

DEPARTMENT: Student Services

EMPLOYMENT TYPE: Professional 6. Salary depends on education and experience. Full-time, 12-mos., benefit eligible.

FLSA: Exempt

CLOSING DATE: Open Until Filled

Exceptional Benefits at FVCC (Worth ~ $25K)

• generous employer contributions towards your Health/Vision & Dental
• up to 15 vacation days
• 12 sick days
• 12 holidays
• build your future with the Montana Public Employee's Retirement System
• 403(b) match up to 7%
• invest in your continued education when you explore Tuition Waiver benefits for you and your dependents!

Essential Duties

• Evaluates college courses, International Baccalaureate, Advanced Placement, and Military transcripts; consults with faculty for reevaluations and maintains records of decisions
• Serves as the primary resource for graduation and transcript evaluation questions and procedures; counsels on related matters; responds to and resolves related questions and problems with quality and professional customer service
• Processes and submits student enrollment reporting to the National Student Clearinghouse
• Assist with the evaluation and processing of student records for Medical Withdrawals and Course Challenges
• Oversees the design and review of processes to ensure the clear, efficient tracking of evaluations
• Works closely and cooperatively with campus departments, faculty and related agencies on programmatic, financial, and compliance matters
• Responsible for maintenance and retention of student college transcript records; performs accurate record keeping, reporting, and audits for compliance with state and federal legal regulations
• Responsible for accuracy and disbursement of graduation diplomas (name, degree, etc.) and other graduation duties
• Prepares, edits, and disseminates all registration and records of communication to students from the Registrar’s office
• Assists with mapping graduation substitutions, evaluating sort preferences for degree requirements, mass updating of student records and the setup of program requirements in information system each academic year
• Advances the goals of department in support of the strategic plan, working closely with supervisor
• Reviews and makes recommendations on applicable policies and procedures; assists in the interpretation of policy related issues
• Meets program requirements; disseminates and maintains confidential records
• Establishes and initiates effective and timely communications to assure sharing of information
• Remains current in practices, trends and research related to areas of assignment
• Attends related trainings, workshops, and professional development
• Cross trains to perform other departmental and team functions; backfills for staff as needed
• Actively participates in the development of a climate that promotes and supports innovation and efforts to continuously improve services to students, faculty, and the College
• Creates and maintains a collaborative and collegial environment with colleagues and maintains effective working relationships
• Maintains professional ethics and confidentiality of students in accordance with applicable laws and policies
• Advances the mission of FVCC by serving on or convening committees and contributing in the community in college-related activities
• Performs other duties as assigned
• Reports to Registrar

Minimum Qualifications

• Bachelor’s degree or equivalent AND one year of related experience, OR
• Associate’s degree and three years of related experience, OR
• An equivalent combination of higher education and experience

Preferred Qualifications

• Work experience in an educational environment

Knowledge, Skills, and Abilities

• Working knowledge of computer applications; student information systems/student records systems
• Knowledge of applicable state and federal regulations.
• Skill in taking initiative, being proactive, critical thinking, problem analysis and resolution.
• Strong project and time management skills; highly organized, accurate and detail-oriented.
• Ability to work independently and demonstrated ability to multi-task
• Demonstrated ability to perform administrative tasks effectively with frequent interruptions.
• Working knowledge of general office practices and procedures.
• Ability to work within policies and procedures of FVCC
• Ability and willingness to serve as an ambassador for the College by interacting appropriately with the college community and community
• Ability to maintain effective and positive professional relationships
• Ability to follow and issue directions
• Demonstrated communication, technology, presentation, customer service and interpersonal skills
• Ability to work effectively with people from a variety of culturally diverse backgrounds
• Ability to intermittently work non-traditional schedules including evenings, weekends, etc.
• Ability to maintain regular and acceptable attendance levels
• Ability to maintain a high degree of confidentiality
• Ability to successfully pass a criminal background check
• Ability to respond in the event of an emergency
• This is a Medium Duty job, according to the Selected Characteristics of Occupations Defined in the Revised Dictionary of Occupational Titles, U.S. Department of Labor and Industry. Medium Duty involves exertion of 20-50 pounds of force occasionally, and/or 10-25 pounds frequently, and/or up to 10 pounds continuously to move objects.

EQUAL EMPLOYMENT OPPORTUNITY

FVCC is an equal opportunity employer. It is FVCC's policy that all individuals are entitled to equal employment opportunities regardless of race, color, religion, creed, political ideas, sex, gender identity, sexual orientation, age, marital status, veteran’s status, service in the uniformed services as defined by state and federal law, physical or mental disability, national origin or ancestry except as authorized by law. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, and training and career development programs, as required by federal and state laws.

REASONABLE ACCOMMODATIONS FOR PERSONS WITH DISABILITIES

FVCC provides reasonable accommodations upon request to qualified individuals with disabilities during all phases of employment including the application and selection process. No applicant will be penalized as a result of such a request.

VETERANS' PREFERENCE ACT

Preference applies in hiring and provides a uniform method by which special consideration is given to qualified Veterans. Veterans’ Preference laws do not, however, guarantee Veterans a job, nor do they give Veterans’ preference in internal actions such as promotion, transfer, reassignment and reinstatement. Applying for a preference is voluntary and that all information related to a preference is confidential and used only during the hiring process; the information will be maintained in a separate confidential file. To claim Veterans' Preference, you must complete the Veterans' Preference Form (form is available at https://www.opm.gov/forms/pdf_fill/SF15.pdf) and email it along with document(s) that verify your eligibility for employment preference to [e-mail]. Claims for Veterans' preference must be received by Human Resources prior to position closing date.

WINDFALL ELIMINATION PROVISION

Based on the Windfall Elimination Provision, FVCC employment may not be covered by Social Security. To learn more about the Windfall Elimination Provision click https://www.ssa.gov/pubs/EN-05-10045.pdf.

FVCC BOARD POLICY

The FVCC Board Policy Manual is available to review at https://www.fvcc.edu/about/board-administration/board-of-trustees/board-policies.