Administrative Position (exempt)
Position TitleAssistant Registrar - - Extended CLOSING: 09/26/2014
DepartmentAcademic Services & Registrar
Salary ($US) and BenefitsSalary Range: $42,000 - $50,500
Basic FunctionUnder the direction of the Registrar, the Assistant Registrar directs, coordinates, supervises, and participates in the operations of the Evaluations area in the Registrar’s Office. The position is responsible for training, scheduling, supervising, and evaluating assigned personnel. The Assistant Registrar evaluates, maintains and analyzes academic records for various colleges and universities to certify completion of requirements and counsels students regarding degree requirements. The Assistant Registrar conducts program evaluations, degree audits, updates degree requirements and maintains professional transcripts and academic materials.
Representative Duties•Directs, coordinates and participates in the review, evaluation and maintenance of student academic records and transcripts to determine enrollment and graduation eligibility and certification of general education requirements. E
•Trains, supervises, and evaluates assigned Evaluations staff; assigns/schedules work to assigned personnel; monitors workflow and adjust assignments as needed to assure effective and efficient operations; ensures that all dates and deadlines are met by Evaluations staff. E
•Assists in developing long-range plans for records maintenance and dissemination of information to departments. E
•Analyzes and determines a course of action on more difficult and technical evaluations and records, policies, and procedures; develops and revises procedures and trains assigned staff in various technical areas. E
•Provides technical information and advises administration, faculty and staff on changes needed with procedures and policies; interprets regulations for faculty and staff; serves as an area expert in all degree requirements for all academic departments. E
•Evaluates, maintains and analyzes student academic records for various colleges and universities to certify completion of requirements; evaluates course descriptions in catalogs and determines equivalency to university courses. E
•Compiles information and data and prepares various reports related to evaluations, graduation, attendance and other assigned areas of responsibility; distributes materials to departments as appropriate. E
•Monitors and maintains student progress; conducts degree audit meetings for all class levels in order to review degree status and completion; assists students and faculty advisors in finding efficient paths and alternatives to graduation; meets with students on a walk-in basis in order to answer degree completion questions. E
•Provides workshops for students regarding academic planning and WebAdvisor functionality. E
•Conducts program evaluations for graduate and undergraduate students and updates requirements; updates advising transcripts; prepares and mails checklists and transcripts to students and departments. E
•Processes petitions to modify academic requirements; records petitions; prepares and submits to appropriate committee for review; mails decision to students. E
•Evaluates and processes degree applications; performs graduation audits to determine eligibility for awarding degrees; confirms degree completion and commencement participation; posts degree on academic record. E
•Orders undergraduate and graduate diplomas, diploma covers and printed mailers; mails diplomas and official transcript; notifies Graduate Studies when degree is posted for students who are enrolling in fifth-year or graduate programs. E
•Processes requests from students, former students and alumni for official transcripts; processes requests for enrollment verifications; collects fees for transcripts and maintains log of requests and fees collected. E
•Assists in the registration of undergraduate, transfer, and graduate students into classes. E
•Answers telephones and provide information to students, faculty and the general public on the phone; assists in servicing the front counterui. E
•Performs follow-ups with students who have failed to attend classes and modify rosters accordingly; records and inputs grades. E
•Prepares and maintains a variety of technical and complex records and files related to assigned activities and functions; develops and maintains complex database. E
•Performs related duties as assigned.
Knowledge Of•University rules, regulations, policies and procedures
•Registrar’s policy and procedures
•Basic courses offered by community colleges and universities
•Principles and practices of supervision and training
•Proper course analysis and evaluation techniques including terminology, variations in course descriptions and appearances of transcripts
•Methods and procedures of admitting and registering students
•Modern office practices, procedures and equipment
•Correct English usage, grammar, spelling, punctuation and vocabulary
•Good customer service skills, which includes interpersonal skills using tact, patience and courtesy
•Telephone techniques and etiquette
•Relevant computer software and technology such as: Microsoft software (Word, Excel, MS Project, PowerPoint).
Ability To•Apply University policies and procedures regarding student admissions, transcript evaluation and related requirements.
•Make interpretive judgments regarding student course work quickly and accurately.
•Perform graduation audits
•Analyze a situation and adopt an effective course of action.
•Supervise and train assigned personnel.
•Learn, apply and explain policies, procedures, rules and regulations.
•Maintain confidential and complex files and records.
•Perform a variety of clerical and student service duties.
•Communicate effectively, both orally and in writing.
•Establish and maintain cooperative and effective working relationships with others.
•Work with a diverse student population.
•Operate a computer terminal to enter data, maintain records and generate reports.
•Work independently with minimal direction.
•Speak in a public setting and deliver effective presentations.
Education and ExperienceMINIMUM QUALIFICATIONS:
Any combination equivalent to: Bachelor’s degree in education, business, counseling, social science, or related field and four years of increasingly responsible experience in higher education, admissions, records, evaluations or other relevant experience.
One year of supervisory experience
Public relations experience
EnvironmentOffice environment; constant interruptions and distractions ; occasional contact with abusive individuals; must be able to speak in public for work-related workshops and events
Application ProcedureApplication Procedure
Completed Application Packet includes:
• CLU Application
• Cover letter outlining your qualifications for this particular job
Only complete packets will be forwarded to the search committee. Please submit your cover letter and resume by email to firstname.lastname@example.org, or mail to:
California Lutheran University
Human Resources, MC1100
60 W. Olsen Road
Thousand Oaks, CA 91360
California Lutheran University is an equal opportunity employer. Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.