Job Description

JOB PURPOSE AND REPORTING STRUCTURE:

In general, the Campus Registrar is responsible for the educational administrative duties and functions ensuring compliance of all educational records according to regulatory, accreditation and institutional guidelines.

PRIMARY DUTIES AND RESPONSIBILITIES

The primary duties of the Campus Registrar are in the following areas:

1) General Duties

a) Act as a point person for other administrative offices on student schedule and academic. policy questions

b) Use the College's student information system (CampusLogin), monitor its support of educational functions and suggest improvements

c) Stay abreast of curriculum changes and work with Academic Dean on same

d) Participate in administrative meetings

2) Student Scheduling

a) Input individual schedules into the student information system and update any changes

b) Organize and communicate student schedules to all administrative offices for attendance, billing, and financial aid

c) Work with students to revise schedules as required by curriculum/ schedule changes

d) Monitor, process, and communicate all subject add/drops (i.e. change subject rosters)

3) Grading/ Process Tracking

a) Enter appropriate grades throughout the term for any students withdrawing into the student information system

b) Enter final grades at term end into the student information system

c) Identify students who attain term awards (attendance and academic) (e.g. Dean's List)

d) Inform students of term award attainment and post term award recipients

e) Distribute grade reports to student within two weeks of semester end

f) Print final transcripts for all students upon exit of the college

g) Follow-up on grades of "incomplete" (I) (i.e. within 2 weeks change to "F' if necessary, student actions not fulfilled)

4) Curriculum/ Master Schedule:

a) Project head counts for upcoming semester at regular intervals for use by Admissions and Education

b) Calculate, maintain, and communicate head counts to Education and Admissions

c) Prepare class rosters for each class through the student information system

d) Communicate curriculum and master schedule changes to faculty, staff and students

e) Work with education to finalize class offerings

f) Coordinate book distribution by providing accurate listing of courses and monitoring distribution during first week of class

5) Attendance/Student Head Count

a) Contact students who have been absent for two days

b) Prepare weekly attendance reports with Academic Dean to be sent to the central office

c) Produce in-school scheduled reports weekly and ensure accuracy of student body count to the student information system

d) Ensure the academic reports used to prepare monthly SBR (Student Body Register) accurately reflect actual student activity

e) Document and process terminations (with reasons) and inform faculty/ staff (initiates CISS forms- Change in Student Status Forms)

6) Additional Education Support

a) Monitor and identify education's needs regarding the student information system, communicate problems and improvements to the College Manager of the information system

b) Respond to outside requests for transcripts and education verification of student body

c) Maintain the various types of statistics and measures that are required by regulatory, accreditation and institutional guidelines

d) Assists the Academic Dean with the administration of instructor evaluations the HAPPI Survey and the All College Survey

e) Assists the Academic Dean in ensuring all classes are covered daily by calling in alternate instructors as required

7) Graduation Audit

a) Identify prospective graduates each semester

b) Audit all individual graduate files for satisfaction of graduation requirements

c) Audit final grade and finalize graduate list

d) Identify graduate award recipients (attendance and academic)

e) Document graduate award attainment and mark degrees/diplomas accordingly

f) Notify all departments of potential graduates and keep them updated as graduate status changes

8) Academic Advising/ Student Liaison

a) Participate in re-enrollment committee reviews of prospective returning students

b) Respond to outside requests for transcripts and education verification of student body

c) Maintain contact with students regarding program and encourage feedback

9) Transfer Credits/ Test-outs/ High School Transcripts:

a) Enter accepted transfer credit into the student information system

b) Organize administration of test-out's with teachers and students

c) Track all outstanding high school transcripts

d) Administers policies concerning transfer credits and test-out's; suggests changes/improvements in such policies and procedures

10) Professional Development

a) Identify important practices that should be followed regarding confidentiality of student records etc.

b) Investigate how other Offices of the Registrar operate and how they implement student tracking, data collection and analysis in order to identify and implement best practices

c) Read relevant professional literature and participate in appropriate professional organizations

11) Other Duties

a) All other duties as assigned

12) Supervisory Responsibilities

a) The Campus Registrar may supervise student workers or other assistants

13) Qualification Requirements

a) Works accurately

b) Possesses a high attention to detail

c) Has high competency in the use of standard office software such as Word, Excel, Access, Power Point, and Adobe. (Spreadsheets and Data Bases}

d) Having an understanding in the use of Visio would be beneficial but is not required

e) Should be familiar with the use of performance management systems and customer service management tools.

14) Education and /or Experience

a) Previous experience as a registrar or registrars assistant in a private college setting would be considered an asset

b) Some form of degree or diploma in education would be an asset but relevant work experience would be considered as well

15) Physical/Mental Demands

a) While performing the duties of the job, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, grasp, handle or touch objects. The Employee is occasionally required to stand, walk, sit, and reach above shoulders.

Job Types: Full-time, Permanent

Pay: $40,273.50-$49,000.00 per year

Benefits:

Dental care Extended health care Flexible schedule Life insurance On-site parking Paid time off Profit sharing RRSP match Vision care Wellness program Work from home
Work Location: In person