Registrar Support Asst I

CCC; Chicago (IL); Hybrid; USD 44,000 - 53,000; Full time

Job summary

City Colleges of Chicago seeks a Registrar Support Assistant I to perform clerical and student-facing duties in the Registrar Office. You will assist students, faculty, and staff, process data changes, and generate enrollment and degree certifications from academic records.

This role requires careful data entry in CS9, managing transcript and verification requests, and maintaining student records with accuracy. FERPA compliance and reliable service to the campus community are essential.

Qualifications

• High school diploma or equivalent (HiSET/GED).
• 1 year of clerical, customer service, and/or data entry experience, preferably in registrar/records in higher education.
• Equivalent combination of education, training and experience may be considered.

Responsibilities

• Assist students and staff at the service counter and via email/phone.
• Process student data changes and update enrollment records in CS9.
• Respond to degree, enrollment, and education verification requests from students and third parties.
• Download transcripts from National Clearinghouse and Parchment; store in CS9 and SharePoint.
• Maintain and locate student records across legacy systems and ensure FERPA compliance.

Skills

Clerical experience

Customer service

Data entry

FERPA awareness

Education

High school diploma

Tools

CS9

SharePoint

TES system

Job description

PRIMARY OBJECTIVE

Reporting to the Registrar or Assistant Registrar, a Registrar Support Assistant I performs a broad range of clerical and student-facing duties to support the operations of the Registrar Office to include: assisting and providing information to students, prospective students, faculty, and staff; processing requests for documents and student personal data changes; producing enrollment and degree certifications from academic records; updating student records; and maintaining enrollment and graderosters/enrollment certification records. Performs related duties as required.

ESSENTIAL DUTIES

• Responds to inquiries received via emails, phone, Zoom, or counter visits, verbally or in writing.
• Responds to students' requests regarding access to and release of student academic andeducational information.
• Assists students arriving at the service counter. Identifies needs; explains procedures for requestingdocuments; assists with use of Qnomy, student portal, and completing forms; and directs them toappropriate departments and personnel for other requested services.
• Processes students’ personal data change requests, reviewing required documents for completenessand utilizing CS9 student information system to add and update demographic data onto theirstudent records (name and address changes, social security numbers).
• Responds to degree/enrollment/education verification requests received from students and thirdparties including employers and other external agencies; verifies required disclosure consent andprovides information based on established procedure.
• Downloads transcripts from National Clearinghouse and Parchment platforms; processes andcompletes requests for transcripts; downloads and stores documents onto CS9 and SharePoint.
• Monitors the on-line submission of attendance and grade rosters; generates copies of late rostersand sends to Instructors informing them of missed deadlines and requesting submission.
• Data enters late submissions onto student records in CS9, including midterm and final grades, noshow withdrawals (NSW), and administrative withdrawal (ADW).
• Processes grade changes, reinstatement requests, and course directives to update student records.
• Posts standardized test scores onto CS9 student records received from various sources, includingCLEP (placement testing), AP (College Board), and IB (International Baccalaureate Organization).
• Posts approved transfer credit evaluations onto student records. Uses CS9 to enter, merge, andupload data onto student records; verifies data from TES system matches data in CS9 records.
• Processes high school transcripts for enrolled students, entering data from transcripts onto CS9.
• Scans and downloads transcripts to SharePoint.
• Searches paper and electronic files including legacy systems (i.e. SPAS, CASTS) to locate, verify, andcorrect student records, complete degree audits, or respond to student inquiries.
• Works to resolve and correct issues with student records such as duplicate I.D.’s, multiple studentaccounts, students’ reporting degrees not posted, or errors in courses taken on their records.
• Maintains hard copy records, filing documents received by Registrar’s Office including programplans, registration cards, and transcripts. Creates student folders and labels.
• Scans documents to create digital files for on-line digital storage (i.e. TAB system)
• Quick enrolls students in special programs or classes such as one-week bootcamp courses asdirected, entering data from registration card into CS9. Processes reinstated students.
• Assists with commencement and graduation ceremonies as requested such as organizing anddistributing cap and gown packets.
• Prepares purchase requisitions for supplies and performs related clerical office duties.
• Adheres to FERPA rules as the pertain to release of information on student records.

QUALIFICATIONS

• High School diploma or equivalent (such as HiSET or GED).
• One year of clerical, customer service, and/or data entry experience, preferably in a Records orRegistrar’s department within an institution of higher education
• Equivalent combination of education, training and experience may be taken into consideration

This position is represented by the Local 1708 Union.

The starting salary for this position is $48, 389.16. The offered salary will be determined by the respective collective bargaining agreement and applicant's education, experience, knowledge, skills and abilities.

Chicago residency is required for all full-time employees within 6 months of hire.

We are an equal opportunity and affirmative action employer.

Thank you for your interest in City Colleges of Chicago.

Approved by Compensation Design & Strategy Date: March 14, 2025

The intent of this job description is to provide a general description of the duties and responsibilities of

this position. It is not intended to be an exhaustive set of the duties and responsibilities, nor all of the

necessary qualifications to perform the work.

TBD

Additional Information

• Salary Range: $48,389.16