Registrar Support Asst I

City Colleges of Chicago; Chicago (IL); On-site; USD 44,000 - 53,000; Full time

Job summary

City Colleges of Chicago seeks a Registrar Support Assistant I at Richard J. Daley College. You will respond to inquiries, assist with documents, and manage student records in CS9, including demographics, transcripts, and verifications.

Responsibilities include handling grade changes, attendance rosters, and data entry, while maintaining FERPA compliance and accurate filing across digital and paper records. The role supports commencement activities and campus services.

Qualifications

• High school diploma or equivalent required; experience in registrar or records is a plus.
• Clerical, data entry and customer service skills are essential.
• Familiarity with student records workflows and FERPA rules is preferred.

Responsibilities

• Responds to inquiries via email, phone, Zoom, or counter visits in writing or verbally.
• Assists students with requests for documents and use of portals and forms.
• Processes demographic changes in CS9 and handles transcript requests and verifications.
• Monitors attendance/grade rosters and updates CS9 with late submissions and grade changes.
• Scans, stores, and retrieves transcripts; maintains paper and digital records.

Skills

Clerical experience

Data entry

Customer service

Education

High School diploma or equivalent (HiSET or GED)

Job description

Registrar Support Assistant I

Richard J. Daley College

Primary Objective

Reporting to the Registrar or Assistant Registrar, a

• 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 and educational information.
• Assists students arriving at the service counter. Identifies needs; explains procedures for requesting documents; assists with use of Qnomy, student portal, and completing forms; and directs them to appropriate departments and personnel for other requested services.
• Processes students’ personal data change requests, reviewing required documents for completeness and utilizing CS9 student information system to add and update demographic data onto their student records (name and address changes, social security numbers).
• Responds to degree/enrollment/education verification requests received from students and third parties including employers and other external agencies; verifies required disclosure consent and provides information based on established procedure.
• Downloads transcripts from National Clearinghouse and Parchment platforms; processes and completes 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 rosters and 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, no show 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, including CLEP (placement testing), AP (College Board), and IB (International Baccalaureate Organization).
• Posts approved transfer credit evaluations onto student records. Uses CS9 to enter, merge, and upload 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, and correct 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 student accounts, 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 program plans, 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 as directed, entering data from registration card into CS9. Processes reinstated students.
• Assists with commencement and graduation ceremonies as requested such as organizing and distributing 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.

Registrar Support Assistant I

Richard J. Daley College

Primary Objective

Reporting to the Registrar or Assistant Registrar, a

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 and educational information.
• Assists students arriving at the service counter. Identifies needs; explains procedures for requesting documents; assists with use of Qnomy, student portal, and completing forms; and directs them to appropriate departments and personnel for other requested services.
• Processes students’ personal data change requests, reviewing required documents for completeness and utilizing CS9 student information system to add and update demographic data onto their student records (name and address changes, social security numbers).
• Responds to degree/enrollment/education verification requests received from students and third parties including employers and other external agencies; verifies required disclosure consent and provides information based on established procedure.
• Downloads transcripts from National Clearinghouse and Parchment platforms; processes and completes 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 rosters and 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, no show 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, including CLEP (placement testing), AP (College Board), and IB (International Baccalaureate Organization).
• Posts approved transfer credit evaluations onto student records. Uses CS9 to enter, merge, and upload 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, and correct 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 student accounts, 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 program plans, 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 as directed, entering data from registration card into CS9. Processes reinstated students.
• Assists with commencement and graduation ceremonies as requested such as organizing and distributing 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, preferable in a Records or Registrar’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.

College Clerical Assistant II created September, 2010, based on successor title: Clerk JC#0827; re-titled to Registrar Support Assistant I for use in Registrar's Office March 2025

TBD

Additional Information

• Salary Range: $48,389.16