CAPE FEAR COMMUNITY COLLEGE
The Assistant Registrar performs and leads the detailed recording, maintenance and preparation of student records. Student record functions include registration, printing rosters, recording grades, evaluating graduates, transcripts, and degree information. Assist with daily operations of the Registrar’s Office.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Registrar.
Provides functional and technical supervision for assigned office staff and student workers in performing clerical duties of the Registrar’s office.
ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS--Essential and other important responsibilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.
Maintain strict confidentiality of student records and other materials or information of a confidential or sensitive nature.
Assist Registrar with organizing and supervising the maintenance of all student records, including the retention of permanent records, verification of information, and ensuring student privacy. Assist in disseminating necessary information to faculty and staff regarding FERPA.
Participate in setting yearly unit goals and objectives. Assist Registrar by providing leadership in the implementation of goals/objectives as well as implementation of policies and procedures within Student Development.
Provide direction and leadership for support staff, including but not limited to planning staff schedules, monitoring daily office processes.
Assist Registrar in hiring and evaluating staff.
Provide necessary documentation, training, and leadership to staff and faculty including, but not limited to, Datatel Colleague and WebAdvisor.
Organize and supervise registration processes in collaboration with appropriate college offices. Train and oversee assigned staff in methods of effective and efficient registration processing including appropriate computer skills.
Assist and track the inputting of final grades by faculty.
Monitor grade changes as submitted by faculty, enforcing the grade change policy. Answers questions from faculty and students regarding grades.
Monitor and assist the Graduation Specialist with student graduation issues and reporting.
Assist with the Commencement ceremony planning and participate where needed.
Assist Registrar in the coordination of registration information for class schedules, college catalog, and other college publications.
Assist with the preparation and dissemination of Registrar Office publications, while assuring adherence to the publication schedule.
Provide records data and information to departmental and college staff upon request.
Assist students, staff, and/or faculty in problem solving in a manner that is sensitive to the issues at hand while complying with institutional policies and procedures. These may include but are not limited to registration issues, override requests, overload requests, program evaluations, and withdrawal issues.
Respond to inquiries from students, parents, faculty, and staff on matters of College policies and procedures relating to registration, add/drop, course scheduling, grades, graduation, GPA’s, and other relevant information.
Coordinate communication for students, staff, and faculty with regard to procedure or changes as they relate to the Registrar’s office.
Actively participate on departmental and college committees as assigned.
Carry out procedures to assure the protection of student information and its confidentiality.
Assist Registrar in maintaining a secure environment for all student records.
Keep informed of current state and federal regulations regarding student records.
Investigate, research, and explore new procedures and technologies, in order to improve student services and provide benefits to the College.
Represent the College and the Registrar’s Office in a positive and professional manner and collaborate with academic and Student Development units to contribute to the retention of students.
Other Important Functions:
Required to maintain currency in the position’s required fields of professional expertise and competencies including computer skills and other bodies of knowledge required for job proficiency.
Maintain awareness of new developments in Datatel Colleague; incorporate any new upgrades into daily responsibilities and provide staff training when necessary.
Coordinate continuous departmental staff and training on Datatel Colleague.
Assist in the promotion and coordination of specific activities and events sponsored by Student Development.
Duties of this position will involve working long hours during registration and may involve attendance at evening or weekend events.
Perform other related duties and responsibilities as required.
Perform related work as required.
Maintain effective audio-visual discrimination and perception needed for:
- Making observations
- Communicating with others
- Reading and writing
- Operating assigned equipment
Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
- Standing or sitting for extended periods of time
- Operating assigned equipment
Communicate clearly and concisely, both orally and in writing.
Maintain mental capacity, which allows the capability of:
- Making sound decisions and using good judgment
- Exercising initiative in the completion of work
- Maintaining confidentiality as appropriate
- Answering questions
- Demonstrating intellectual capabilities
Experience and Training Guidelines
A Bachelor’s degree with three to five years of related experience in a post-secondary educational setting.
Demonstrated knowledge of student records practices and methods accepted by the higher education field.
Experience in supervision and/or management preferred.
Experience in Word Press web design software design is preferred.
Strong computer skills.
Excellent communication (both written and oral), problem solving, organizational and human relations skills.
Demonstrated ability to work well with others.
Organized and thorough, including attention to detail and high quality standards.
Proven ability to problem-solve.
Enjoys challenges of fast paced office where multi-tasking is essential.
Datatel Colleague experience a plus.