Assistant Registrar I Degree Audit/ Graduation

POSITION PURPOSE :

Under the direct supervision of the Assistant Registrar II, the Assistant Registrar I Degree Audit / Graduation manages the day-to-day activities and operations of the graduation database, degree audit processes and maintenance.

The Assistant Registrar I Degree Audit / Graduation provides technical information and assistance to students, faculty, College and Career Success Coaches, continuing education and other personnel district wide concerning degree audit, graduation and student records.

The Assistant Registrar I Degree Audit / Graduation will assist the Assistant Registrar II and Registrar in developing, implementing and maintaining Oracle Student Information System.

GENERAL DUTIES AND RESPONSIBILITIES :

• Make day-to-day operational decisions and provide recommendations to the Assistant Registrar II for improved office processes and procedures, keeping appropriate personnel informed of any changes / updates.
• Provide technical expertise in maintaining the day-to-day operations of the College’s student and course systems.
• Maintain the student database and graduation database.
• Support degree audit development and maintenance.
• Maintain the day-to-day operations of the Communications Management Module automated communicator for graduation applicants.
• Coordinate with electronic transcript trading partners, receiving and sending of transcripts.
• Manage receipt of electronic graduation applications.
• Create and maintain student graduation records in the computerized student database system (Colleague / Oracle) : assure completeness, accuracy and confidentiality of records in accordance with state and federal guidelines.
• Disseminate student information to faculty and provide pertinent academic and student information to faculty and staff as needed.
• Coordinate course substitutions and exceptions with Assistant Registrar II, academic divisions, and departments.
• Assist the Assistant Registrar II with the student record-keeping process and training District Wide.
• Provide assistance with the Navarro College student commencement functions as follows :
• Notify potential graduates of requirements for graduation.
• Compile the report that lists candidates for degrees and determines which candidates may be eligible for honors.
• Assist with the certification of students eligible for graduation.
• Manage the printing, notification and shipment of diplomas and certificates.
• Maintain final graduate lists each semester.
• Assist the Assistant Registrar II and Registrar with special projects and perform all other related duties as assigned.
• Some overnight travel may be required.
• Assist Assistant Registrar II and Registrar to ensure all dual credit students are processed in a timely manner.
• Assist Assistant Registrar II with course substitution Dynamic Forms to ensure they are processed in a timely manner.
• Maintain day to day activities with the Communication Management system in Colleague / Oracle.
• Performs all other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES :

• Exemplify excellent interpersonal skills.
• Maintain excellent customer relations skills.
• Detail-oriented with excellent organizational skills.
• Knowledge of database, word processing and spreadsheet applications is essential.
• Ability to effectively interact with people of diverse socioeconomic, cultural, disability and ethnic backgrounds.
• Ability to establish and maintain working relationships with students, co-workers, faculty / staff, and the public.
• Knowledge of the total process involved in admissions and records.
• Prior experience in a Registrar’s office using an integrated computer system a plus.
• Experience with Colleague / Oracle student database system preferred.
• Ability to effectively communicate orally and in writing.
• Ability to supervise staff and student workers.
• Experience in maintaining and troubleshooting computer database.
• Experience in a setting which includes frequent student contact, demanding schedules and timelines.
• Proven ability to meet deadlines.
• Prior experience in on-line registration, knowledge of Self-Service a plus.
• Knowledge and ability to maintain confidentiality in accordance with appropriate State and Federal regulations (., FERPA; state reporting).

POSITION QUALIFICATIONS :

Required

• Associate degree
• Minimum of two years’ experience and training in a Registrar’s office or closely related office in higher education.
• Will consider equivalent amount of experience and training in a related office in education.

Preferred

• Bachelor’s degree
• Minimum of two years of increasingly responsible clerical and technical experience in the admissions and records functions at a college or university.

WORKING CONDITIONS :

• Variances from regular working hours may be necessary to fulfill the responsibilities of the position.
• Busy working environment with numerous interruptions.

SALARY : $28,395 annually (This is a 12 month position to be paid over 12 months)