Assistant Registrar

ASSISTANT REGISTRAR
WILBUR WRIGHT COLLEGE

City Colleges of Chicago Records Departments monitor the enrollment of students, maintain student records, and work with faculty, administration, and staff on academic matters. The Office of the Registrar preserves the academic integrity and confidentiality of student academic records, adhering to and enforcing City Colleges of Chicago’s academic and student policies and the Family Educational Rights and Privacy Act (FERPA). Services provided by the Office of the Registrar include: transcript requests; transfer credit evaluations; enrollment and registration inquiries; degree and enrollment verification requests; student record updates; faculty certification/grades; prior learning assessments (PLA); degree audit and conferral; graduation and commencement services.

Wilbur Wright College, one of the City Colleges of Chicago, seeks an Assistant Registrar to work collaboratively with the Registrar in directing the management of student records, reviewing business processes, and overseeing work operations to ensure the confidentiality, academic integrity, and consistency of student academic records. As second-in-charge of the Records Department, the Assistant Registrar supervises staff in the office; manages the transcript evaluation process; provides credentials evaluation in support of the admission and enrollment process; and establishes a customer-centric service approach focused on delivering high-quality, policy-based services to students, staff, and faculty. Performs related duties as required.

PRIMARY RESPONSIBILITIES

• Assists in managing day to day operations and providing oversight to student records management functions including maintenance of student records on Campus Solutions (CS9) student information system.
• Serves as the college’s administrator and trainer for the Transfer Evaluation System (TES) and associated policies and processes.
• Reviews business processes and makes recommendations for improvements to maintain and ensure the integrity and confidentiality of student records.
• Accountable for ensuring the office runs smoothly and staff continues to provide superior customer service in responding to enrollment and registration inquiries, issuing student transcripts, and processing class reinstatements and prior learning credit (military, foreign, etc.) and credit by exam.
• Monitors the office’s email address, assigning received inquiries to staff for research and processing, and ensuring a solutions-based approach in resolving and responding to inquiries.
• Troubleshoots problems and addresses and resolves student record disputes; approves changes to student records as needed.
• Manages transfer credit evaluation processes, working with staff, advisors, and faculty to ensure courses from other institutions are accurately and consistently articulated onto student records.
• Reviews all transfer credit and credit evaluation reports prepared by staff for accuracy, completeness, and determination of equivalences.
• Supervises staff using Transfer Evaluation System (TES) in evaluation of student transcripts from other institutions to identify whether course credits are transferable to City Colleges of Chicago.
• Works with Deans, Department Chairs, and staff performing transcript evaluation in analyzing course descriptions and syllabi from other institutions to determine transfer credit equivalencies; ensures TES database is updated with new transfer equivalencies.
• Monitors the updating of student records in CS9 to establish transfer credit on student academic records.
• Assists in responding to and resolving transcript evaluation appeals.
• Organizes and facilitates weekly staff meetings; provides job aids and coordinates guest speakers from other college departments as part of training and development.
• Works with Registrar in overseeing the grade submission and roster certification process, working with faculty and the Office of Instruction to ensure faculty certification deadlines are met and final grades are submitted.
• Assists college departments with resolving issues surrounding registration, enrollment, and student records to ensure the accurate reporting and processing of student enrollment data.
• Participates in degree conferral process, identifying students eligible for degree conferral and completing degree audit and academic review for awarding of degree.
• Monitors the processing of certificate conferrals by the District Office.
• Serves on commencement committees at the district and college level; monitors student eligibility for commencement; processes student regalia orders; distributes and collects regalia.
• Assists in monitoring faculty commencement participation; orders faculty and administrator regalia; attends commencement ceremonies and distributes regalia packets and other miscellaneous items.
• Attends regular campus and district wide meetings and participates on committees as needed.
• Performs related duties as required.

QUALIFICATIONS

• Bachelor’s Degree from an accredited college or university required. Master’s Degree preferred.
• Two years of work experience in student services within a college setting, preferably in enrollment related services and operations; admissions; registration or records.
• Supervisory experience in student affairs/student services or related field preferred.
• Knowledge and understanding of student information system (Campus Solutions/CS9) to maintain student records.
• Knowledge and understanding of Transcript Evaluation System (TES).
• Excellent organizational and administrative skills.
• Strong analytical and problem solving skills.
• Ability to work within a culturally diverse environment.
• Ability to exercise tact and diplomacy in handling sensitive situations.
• Excellent interpersonal and communication skills.
• Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint).

SPECIAL REQUIREMENTS

• Ability and willingness to work evenings and weekends, as needed.
• Ability and willingness to travel between Wilbur Wright College and Humboldt Park Vocational Education Center, as needed.

Chicago residency is required for all full-time employees within six (6) months of hire.
We are an equal opportunity and affirmative action employer.
Thank you for your interest in City Colleges of Chicago!