Assistant Registrar

Under the direction of the Vice President of Student Services, the individual in this position is responsible for maintaining the advising module (primarily the degree audit function); creating the Advising Guide, audit sheets and advising sheets; maintaining the Acalog version of the catalog’s program pages and course descriptions; identifying former students with whom to communicate regarding reverse-transfer and/or returning to Kirtland in order to complete a degree.

PRIMARY DUTIES AND RESPONSIBILITIES*

• Responsible for updating and administration of the advising module in institutional computer system.
• Creates audit sheets for use by registrar and advisors and shares them with the advisors.
• Create the college’s advising guide on an annual basis
• Based on curriculum changes, updates the prerequisite and corequisite tables in the institutional computer system and create new courses in the catalog master.
• Maintains the Acalog catalog and updates program and course information each year.
• Coordinates publication of the entire college catalog; prepares the program pages, reviews information for accuracy and provides follow-up with the instructional and departmental divisions to resolve issues of concern.
• Serve as the technical coordinator for the Curriculog system, including, maintaining, & updating program/curriculum requirements using the Curriculog programming language.
• Partners with Information Technology to resolve Student Information System issues related to Jenzabar systems upgrades, enhancements and troubleshooting.
• Serves as a backup to complete enrollment and education verifications and MCO registrations.
• Uses data queries to identify students who have left without completing a degree, performs degree audits and contacts former students with information regarding potential completion of a program. Maintains database of students contacted and reports back to the supervisor regarding completion and conferral of degrees, as well as information regarding students who have returned to school.
• Responds to calls and walk-in inquiries from students, faculty and staff concerning college policies and procedures relating to records, registration, scheduling, and other university matters. Assists in processing student registrations, add/drop requests, and withdrawals.
• Update individual student Degree Audits to include substitutions, waivers and course definitions.
• Assists with commencement preparations.
• Provides back up to front desk staff including answering phones, managing emails and office walk-ins.
• Attends meetings, conferences, and workshops to maintain up-to-date knowledge related to registration, advising, student records, prior learning, etc.; serves on college committees.
• Work on special projects as needed.
• Performs other related tasks as required.

SUPERVISION – Works under the general supervision of the Vice President of Student Services/Registrar.

COMPENSATION – This is a salaried position with a full-time annual base pay range of $36,338 – $53,421, commensurate with experience and qualifications. Kirtland Community College provides an extensive medical, dental, vision, retirement, and professional benefits package.

ATTENDANCE – Individuals in this position are expected to be available during the peak business hours of the college, and may occasionally be asked to work more than their regularly scheduled hours.

WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, and the ability to enter data and written communications in electronic format in a timely manner.

MINIMUM QUALIFICATIONS

• Bachelor Degree
• Three to five years of progressively more responsible experience, or combination of education and experience commensurate with the requirements of this position
• Proficiency with database products required
• Ability to manage multiple projects and work; ability to strategize the completion of projects so that steps are not missed.
• Demonstrated understanding of the requirements for transfer course evaluation.
• Proficiency with computerized communication and word processing programs.
• Ability to communicate effectively in an education setting

JOB DIMENSIONS – Analysis, judgment, planning and organization, sensitivity, attention to detail, knowledge of work, teamwork, work standards, initiative, informal communication, written communication, dependability, commitment to the college

An equal opportunity employer

* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.

10/2020