CGU- Assistant Registrar

Job Posting Location:

Claremont, CA

Job Posting Title:

CGU- Assistant Registrar

Job Description:

Annual Salary Range: $70,304- $77,000

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation

POSITION OVERVIEW

The Assistant Registrar assists with all facets of managing central student records and other Registrar’s Office responsibilities ensuring compliance with university policy and government regulations. The incumbent is responsible for managing all graduation related processes and all things related to publishing the Bulletin. This position also plays an integral role in analyzing complex business process to identify improvement opportunities for end-users and for the accuracy and accessibility of data.

Essential Job Functions

Service and Support

Serves as a resource to the University community regarding university policy, Registrar’s Office processes, the student information system, as well as other essential systems

Manages all aspects of graduation processing and degree conferral.

Updates and maintains the University Bulletin

Participates on various campus committees, as assigned.

Reviews and coordinates updates in office documentation, as necessary.

Supervises Graduate Student Assistants.

Maintain a high level of accuracy and confidentiality concerning student records and concerns, adhering to FERPA regulations as they pertain to the student educational records in higher education

Serve as a Mandatory Reporter for the University’s Cleary (Campus security Authority) and Title IX (Responsible Employee) efforts and fulfill all responsibilities associated with both designations.

Systems and Records Management

Actively supports implementation and development of business processes and technology-related applications that maintain and enhance services in the Registrar’s Office

Identifies and troubleshoots system-related issues that impact student records

Ensures accuracy and timelines of student records data through close coordination with other University units

Under the general direction of the Registrar, manages the creation and maintenance of permanent academic/administrative records; assures the integrity, security, condition and access to these documents and supervises the issuance of official documents

Data and Regulatory Functions

Manages general grade collection process

Prepares and analyzes data for internal and external constituencies. Ensures compliance with federal regulations and accrediting agencies

Keeps up with trends and changes in FERPA, best practice in higher education, transcript delivery, and other factors that may addict the role of the Registrar’s Office

Required Knowledge and Skills

Working knowledge of FERPA regulations and best practices in higher education student record management

Demonstrated ability to multitask effectively with a high level of organization and time management

Superior customer service skills, including the ability to negotiate, make requests and provide leadership using tact, patience, and courtesy. Candidate must demonstrate an ability to create and sustain effective working relationships across a variety of academic disciplines and within a multicultural environment.

Strong written and oral communication skills

Strict attention to detail

Organization and time management

Ability to learn and work with various technologies. Knowledge of PeopleSoft Campus Solutions, AirSlate, and EMS preferred. Proficiency in Microsoft Excel, Word, and Outlook required.

Awareness, sensitivity, and demonstrated commitment to diversity, equity, and inclusion

Qualification Standards

Education and Experience. Master’s degree preferred. Bachelor’s Degree or any combination of education and experience that provides the required skills and ability.

Minimum of 3 years’ experience in Registrar or enrollment-related functions. Demonstrated experience in the use of an integrated student information system, understanding of higher education operations and structures, including the academic calendar, cycles of terms and deadlines, the wide-ranging variety of student transactions, degree requirements and graduation, and course inventory and program management.

Licenses/Certificates . Driver’s license, passport, United States Citizen or lawful permanent resident, per the DHS guidelines regarding eligibility to be a DSO.

Other Preferences . Preference will be given to applicants with prior work experience in an academic setting. Excellent oral and written communication skills required.

Hours, Classification, and Status . This is an exempt position with regular hours set for 8:30am to 5:00pm, Monday through Friday. Hours may vary due to needs of the University or department. Evening and weekend hours may be required. Up to two days may be remote in accordance with all aspects of the University’s current remote work policy. This position reports to the University Registrar.

Supervisory Responsibility . This position supervises 2-3 Graduate Assistants.

• Benefits
• We are committed to supporting the well-being and professional development of our employees. Our comprehensive benefits package includes:

• •Medical, Dental and Vision insurance
• •Group life insurance
• •Retirement plan with a 8% employer contribution — no employee match required (after 1 year of service)
• •Generous paid time off, including vacation, sick leave, and holidays
• •Winter closure in December, subject to institutional approval
• •Tuition reimbursement program available to eligible employees and their dependents for approved coursework, subject to plan guidelines and institutional policies

Physical Activities

• Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
• ☐ Never ☒ Occasionally ☐ Constantly

• Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
• ☐ Never ☒ Occasionally ☐ Constantly

• Remaining in a stationary position, often standing or sitting for prolonged periods.
• ☐ Never ☐ Occasionally ☒ Constantly

• Moving about to accomplish tasks or moving from one worksite to another.
• ☐ Never ☒ Occasionally ☐ Constantly

• Adjusting or moving objects up to __ pounds in all directions.
• ☐ Never ☒ Occasionally ☐ Constantly

• Communicating with others to exchange information.
• ☐ Never ☐ Occasionally ☒ Constantly

• Repeating motions that may include the wrists, hands and/or fingers.
• ☐ Never ☐ Occasionally ☒ Constantly

• Operating machinery and/or power tools.
• ☒ Never ☐ Occasionally ☐ Constantly

• Operating motor vehicles or heavy equipment.
• ☐ Never ☒ Occasionally ☐ Constantly

• Assessing the accuracy, neatness and thoroughness of the work assigned.
• ☐ Never ☐ Occasionally ☒ Constantly

Environmental Conditions

• Low temperatures.
• ☐ Never ☒ Occasionally ☐ Constantly

• High temperatures.
• ☐ Never ☒ Occasionally ☐ Constantly

• Outdoor elements such as precipitation and wind.
• ☐ Never ☒ Occasionally ☐ Constantly

• Noisy environments.
• ☐ Never ☒ Occasionally ☐ Constantly

• Hazardous conditions.
• ☒ Never ☐ Occasionally ☐ Constantly

• Poor ventilation.
• ☒ Never ☐ Occasionally ☐ Constantly

• Small and/or enclosed spaces.
• ☐ Never ☒ Occasionally ☐ Constantly

• No adverse environmental conditions expected.
• ☒ Never ☐ Occasionally ☐ Constantly

Physical Demands

• Sedentary work that primarily involves sitting/standing.
• ☐ Never ☐ Occasionally ☒ Constantly

• Light work that includes moving objects up to 20 pounds.
• ☐ Never ☒ Occasionally ☐ Constantly

• Medium work that includes moving objects up to 50 pounds.
• ☒ Never ☐ Occasionally ☐ Constantly

• Heavy work that includes moving objects up to 100 pounds or more.
• ☒ Never ☐ Occasionally ☐ Constantly