Director of Registration & Records

GENERAL SUMMARY

Under minimal supervisory guidance, this position manages and directs operations of the registration & records functions, including academic history, transcripts, grading, degree audit, enrollment verifications, residency classification, registration, inter-institutional enrollment, records accuracy and management, tuition classification, transfer evaluations, international programs, graduation, curriculum implementation, catalog management support, and all the student enrollment services provided by CCD Office of Records and Registration. The Registrar develops and manages department policies and procedures, assists with and carries out strategic goals, manages department budget and provides direct supervision of enrollment services staff. Works independently and in a team environment to support the mission, vision, and goals of the College. This position will supervise the teams that fall under the Office of Registration, and Records; Transfer Credits, Residency, Prior Learning Credit, Graduation; Veteran’s Student Services, and International Admissions

The Registrar job is a fast-paced position which requires a high degree of mastery of complex regulations. The Registrar must maintain an overall understanding of federal, state, and institutional policies as they relate to higher education, including expert knowledge of the Family Educational Rights and Privacy Act (FERPA). The Registrar is the institutional academic records compliance officer and will ensure compliance with applicable college, system, state, and federal regulations within admissions, registration, and records, as well as all areas of the college by developing compliance efficiencies within business processes. The Registrar will be the FERPA custodian of all academic information (e.g. grades, student course schedule, academic transcript, etc.) and is responsible for institutional FERPA training and notifications. Additionally, this position is a college leader, who will be expected to motivate and grow their team professionally, be strategic and find and develop efficiencies.

Applications received by December 31, 2025, will receive priority consideration. However, we encourage all interested candidates to apply, as the position will remain open until filled.

Duties and Responsibilities

Essential Job Functions:

• Promote a student-centered approach to records and registration, coordinated care.
• Plan, organize, and direct the processes and operation of the registration, admissions and student records functions; interpret and apply federal and state mandated guidelines.
• Establish, monitor, evaluate and improve processes, procedures ensuring alignment with college mission, vision, and values and local, state, and federal laws and regulations.
• Develop and administer policies pertaining to the overall student record keeping function of the College including class rosters, student applications, permanent records, transcripts, credits, grading, and withdrawal. Responsible for the security and confidentiality of student records.
• Advise and enforce college policies relating to registration, admissions, and records; work with federal agencies, direct the preparation and maintenance of accurate state and federal statistical reports, assist with internal and external audits.
• Hire, train, and evaluate staff as necessary.
• Oversee graduation activities including maintenance of graduation files, preparation of graduation list, degree mailings, budget, and serve on Commencement Committee.
• Prepare and submit institutional, state, and federal reports (e.g., IPEDS, CCCS, state-level audits).
• Develop and administer budgets including approving department expenditures.
• Evaluates and communicates the impact of potential legal or regulatory changes on the College.
• Advise and responds to questions from college departments and external agencies regarding complex issues or policies impacting assigned programs and services.
• Develop, plan, implement and administer organizations goals and objectives.
• Serve as the CCD FERPA Officer.
• Perform other related duties as assigned.

This position requires a high-level knowledge of higher education administrative concepts and practices, which are used when solving complex registration and residency issues, creating efficiencies within the Registrar’s office, and planning for future needs of CCD. This position is responsible for creating procedures regarding registration, admission and tuition classification and works closely with internal and external stakeholders to best meet the needs of the entire college.

Division of Duties:

• Supervise the teams. Ensure staff members are properly trained and adhere to system, state and federal guidelines in performing their functions. Support the professional development needs of staff. Responsible for staff hiring, training, supervision and evaluations. Engage in critical planning, coordination and scheduling of many functions and personnel throughout the year. Direct and lead staff to ensure the highest level of customer service possible.
• Coordinate with various offices, both administrative and academic, to troubleshoot and solve problems; implement strategies for continuous improvement. This includes creating handouts, policies, and procedures for students, faculty, and staff. Provide guidance; explore alternatives; answer questions and resolve problems; meet with faculty, staff and students. Serve on committees as needed.
• Oversight of student registration, withdrawal, degree audit, transcript evaluation, graduation and diploma processing, residency classification, final grade processing, records maintenance, and transcripts processes. Problem-solve the research, analysis and resolution of student disputes as they relate to admissions, registration & records.
• CCD FERPA and Compliance Officer: Create and monitor regular reports to ensure CCD is compliant with system, state, and federal guidelines; research FERPA issues and subpoenas for education records. Review and grant access to the student business area of Banner and Cognos.
• Develop and maintain effective communication with internal and external constituencies related to Registration, Records and all other activities/services performed within the Registrar’s Office. Understand and prepare for unknown conditions and resolve critical problems affecting the organization. Collaborate with other areas of the college to ensure a smooth registration process for students; plan peak registration. Interact with Academic Affairs to resolve problems; implement new procedures and ensure consistency and evaluate programs and services to enable a response to changing priorities. Assists with budget related issues and perform other duties as assigned.
• Collaborate with the Colorado Community College System (CCCS) with the Banner system and business processes; attend monthly Registrar’s Meeting.

Qualifications

MINIMUM QUALIFICATIONS: Any equivalent combination of education, experience, knowledge, skills, and abilities.

Education:(Minimum/Required)

Bachelor’s degree

Experience: :(Minimum/Required)

• A minimum of three years of professional experience within admissions, registration & records, which includes admissions processing, policies and procedures compliance, or project management or work closely related to; and supervision of hourly/work-study employees and/or full-time staff.
• Experience working with Banner or other comparable student information systems.
• A minimum of two years of multiple full-time employee supervision and department budget management.
• Experience working with individuals from diverse backgrounds of the College’s community, students, and employees.
• Ability to uphold institutional values and ensure fair and equitable practices in the workplace.

Knowledge/Skills/Abilities: (Minimum/Required)

• Knowledge of computerized student information systems, computer applications in registrar services, related technologies, and experience with systems development, implementation, and enhancement to effectively input, access, and analyze information critical to the daily functioning of the work environment.
• Proficient in Microsoft Office. Able to use Excel for analysis.
• Knowledge of federal regulations and applicable laws regarding admissions, records and student information.
• Ability to communicate effectively, both verbally and in writing, with students, administrators, faculty, staff, and associated constituencies.
• Ability to establish and maintain effective working relationships with students, employees, departments within the College and outside government agencies.
• Must have a strong commitment and track record for quality customer service.
• Ability to be innovative and solutions oriented.
• Ability to handle numerous complex and routine tasks simultaneously; strong attention to details and problem-solving skills are required.
• Must have demonstrated ability to research and analyze information and come to appropriate conclusions, employing complex policies and procedures
• Ability to exercise good judgment and discretion, particularly in matters relative to sensitive or confidential student records, personnel or organizational matters.
• Ability to make accurate and consistent interpretations of a broad variety of academic and/or administrative policies and procedures.
• Ability to work independently and set priorities in the context of a full, multifaceted set of responsibilities.

Education: (Preferred)

Master’s degree

Licensure/Certification: (Preferred)

Active AACRAO membership or equivalent professional organization

Equipment Used:

Customary office equipment.

Other Considerations:

Must be available to work during peak periods based on job responsibilities and college calendars

Supplemental Information

Our campus is located in downtown Denver, adjacent to two light rail stations, and just minutes away from shopping, restaurants, and event venues. When you visit our campus, it will be immediately evident that our faculty, staff, and instructors are passionate about serving our diverse student population. At CCD our passion is to help others, and we offer career pathways that will make a difference in the lives of our students.