Job description

Location: Roxbury, MA Category: Staff Posted On: Tue Oct 25 2022 Job Description:

The Associate Registrar for Registrar's Office, under the direction of the Registrar, manages the day to day administrative, technical, student information system maintenance, and operational functions of the Registrar's Office as they relate to routine front counter transactions and back office processes, student registration, fulfilling requests for transcripts, enrollment verifications, admissions applications and information, the disposition of remote and in-person inquiries from students, prospective students and the general public, processing of forms, applications, document intake and filing, record (file) creation, maintenance, and storage, generation of correspondence and notification, scheduling of campus tours and information sessions and attendees and high quality customer service delivery. They will assist the Registrar with the planning, organization, and the implementation of effective processes and procedures for accurate data entry, optimum student program and course enrollments, record keeping and record integrity and data collection and reporting for Integrated Postsecondary Data system (IPEDS) and the National Student Clearinghouse and SEVIS. They will assist with course and classroom scheduling and publications; recording and archiving students grades, transcript and degree information, transfer and credit evaluation, course catalog history, degree audits and graduation certification. They will manage recruitment and admissions support staff activities to enroll students (including international students) into courses, associate degree programs and certificate programs utilizing the Jenzabar student information system in accord with state and federal (FERPA) privacy regulations, NECHE and other accreditation and industry standards, and NEACRAO, AACRAO, NAFSA guidelines and policies. The ideal candidate will demonstrate excellent technical computer, leadership, collaborative, analytical, customer service, student information system, supervisory and public presentation skills requisite for implementing effective enrollment processes that support, as a continuum, student enrollment and success from inquiry to graduation in an operation in which registration and admissions functions are combined. Some evening availability and (during peak enrollment periods and for special events) weekend availability is required.
Supervisor Received: Registrar
Indirect Supervision Exercised: None
Essential Functions:

• Assist with high quality customer service front counter and back office operation that meets the needs of inquiring students, prospective students, and matriculated students.
• Assist with the day to day activities including fielding telephone and email inquiries and requests, data entry, file creation and records maintenance, document intake, and generation of letters, email and other correspondence and communications with inquiring, prospective and matriculated students and providing appropriate coaching, professional development and training to include use of multiple modules within the Jenzabar student information management system.
• Assist with coordinating class schedules, classroom assignments, and updating of course, program, and registration content of college publications.
• Assist with developing and documenting effective policies and procedures for records administration, registration and degree audit functions, transcript evaluations, program matriculation and admissions processes and maintenance and accuracy of curriculum advising and program planning functions (Advising Trees) within the Jenzabar student information system to provide maximum service to students in accord with best practices for enrollment management.[MB1]
• Manages the inventory of office supplies and materials toward efficient implementation of all Registrar's Office operations.
• Assist with collecting, recording, maintaining and reporting of student records within FERPA and National Student Clearinghouse guidelines, e.g., grades, enrollment verification, registration data, transcripts, mid-term verification, athletic eligibility, GPA calculation, student academic progress (SAP) and other associated audits.
• Assist with the matriculation and registration of students and supportive student services including monitoring of students' progression from inquiry to matriculation and generation of letter and electronic correspondence and other communication vehicles to enhance new student enrollment and support retention of matriculated students.
• Assist in the resolution of student disputes as they relate to records and registration.
• Participates in professional development activities including attending state-wide meetings of enrollment services administrators, active memberships in relevant local, regional, and national professional associations (including attending conferences) and Jenzabar user conferences to support the goals and objectives of the Enrollment Center and other units of the College.
• Complete transfer credits for all students.
• Assists with Veterans Affairs compliance
• Assist with Graduation and Petition to Graduate preparation for Fall and Spring semesters.
• Assumes the Registrar responsibilities in his or her absence.
• Other duties assigned by the Registrar and/or the Dean of Enrollment

Job Requirements:

• Bachelor's degree (Master's degree preferred) in educational administration or appropriate combination of academic credentials and professional experience to be successful in the position;
• Excellent (power user) computer skills utilizing student information systems (preferably Jenzabar), word processors, spreadsheets, and databases for student record keeping and maintenance.
• Comprehensive understanding of FERPA regulations and enforcement procedures and knowledge of data collection and reporting for the National Student Clearinghouse and Integrated Education Data System (IPEDS).
• Demonstrated excellent attention to detail, strong decision-making capability, superior work ethic, high level of professionalism, initiative and the ability to work independently and within teams.
• Demonstrated understanding of the application of technology and automation for student record creation, maintenance, and storage including admissions application processing and record keeping including document imaging.
• Demonstrated experience working successfully with diverse populations with a positive attitude and ability to plan and adapt to change.
• Sound problem solving skills, flexibility and the ability to manage ambiguity and uncertainty.
• Ability to collaborate effectively with administrators, staff and faculty across college divisions and departments, particularly, financial aid, academic advising, and bursar.
• Strong interpersonal, teamwork, and oral and written communication skills including public presentation skills.
• Demonstrated commitment to providing excellent customer service to students, faculty, staff, administrators and other college stakeholders on and off campus.
• Knowledge of NEACRAO, AACRAO, NECHE, NAFSA and SEVIS guidelines and policies preferred;
• License to drive a private passenger automobile to local, state, and regional meetings and enrollment outreach activities and/or arrange for alternative transportation including public transportation.

Additional Information:
The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act requires all institutes of higher education to disclose campus policy statements and crime statistics. Our annual report is available at www.rcc.mass.edu/clery.

Job Type: Full-time

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