Description

Title: Student Support (Assistant Registrar), Pos #78207
Position No: 0078207
Hiring Unit: Honolulu Community College, Enrollment Services, Records
Location: Honolulu Community College
Date Posted: May 15, 2024
Date Closing: May 30, 2024
Band: A
Salary: Salary schedule and placement information
Full Time/Part Time: Full Time
Month: 11-month
Temporary/Permanent: Permanent
Other conditions: General funds to begin approximately July 2024, pending position clearance, availability of funds, satisfactory performance and program needs.
Duties and Responsibilities:
(* denotes essential functions)

• Conduct research, analyze information, collect documentation, prepare and process grade changes, enrollment & degree certifications, transfer credit, placement assessment information, and other tasks associated with academic records.
• Assist registrar with end of term activities; coordinate and process student lists impacting academic standing and student enrollment statuses, such as academic actions, dean's list, and prerequisite checks.
• Prepare and create enrollment and degree data submission files to the National Student Clearinghouse.
• Act as liaison with the National Student Clearinghouse to verify enrollment and degree completion and resolve any discrepancies with data submissions.
• Resolves academic record discrepancies and coordinates updates and corrections to student academic records.

• Assumes the responsibility of the Records Office in the absence of the Registrar
• Provides supervision to the Records Office staff in the absence of the Registrar
• Develops and modifies policies and systems in accordance with institutional needs and objectives, as well as external regulations.
• Analyzes situations and provides assistance to the Registrar
• Assists with the operational, personnel, and financial functions within the office as assigned which includes but are not limited to requisitions.
• Assists the Registrar in developing, planning, requesting and administering the departments operating budget which includes having knowledge of fiscal procedures.
• Coordinates and directs the preparation and issuing of transcripts, grade reports, class rosters, directories, class schedules, and the College catalog.
• Confers regularly with staff to plan and coordinate activities, assigns and reviews work, assists with difficult or unusual tasks, and resolves problems.
• Provide high quality academic record services to students, faculty, staff, and community members via phone, email, remotely, and in-person.
• Assist in the development and implementation of standard operating procedures for handling academic records within the Records Office.
• Assist with fulfilling academic transcript requests, as needed.
• Monitors compliance with the Family Educational Rights and Privacy Act (FERPA)
• Responds to Solomon Amendment requests for student academic records.
• Keeps abreast of current developments in higher education relevant to assigned functions.

• Reports to the Registrar on all matters pertaining to academic standards, student satisfactory progress;
• Supervises processes that assure that students are eligible to continue in school.
• Assist in coordinating policies and procedures with the Apprenticeship Office.
• Serves as the Designated School Official with SEVIS and understands policies pertaining to international students including travel and registration.
• Serves as backup for Veteran Affairs (VA) Certifying Official - stays abreast of changes in requirements, laws, and policies related to VA programs.
• Extracts and sorts data from Banner and Oracle.
• Assists Registrar in ensuring records compliance with FERPA, Federal, and State, University of Hawaii, Honolulu Community College's policies and/or procedures relative to the management of disposition of records.
• Provides training to internal and external constituencies on matters related to the Records Department.
• Monitors the office work schedule for the Records Office clerical staff to ensure coverage and service levels and makes recommendations to the Registrar as necessary.
• Assists Registrar in planning, implementing, administering, monitoring, and evaluating specific functions and services of the Registrar's Office, including operating policies, procedures, processes, and recommends and/or implements as appropriate
• Responds to subpoenas, requests for documents in accordance to FERPA and the University of Hawaii policies and procedures
• Assists with Participation Verification.
• Assists with Reverse Transfer and Auto Conferral
• Collaborate, as necessary, with staff across the College, including Admissions, Financial Aid Services, and student and academic units to ensure accuracy and integrity of academic records.
• Train staff and/or student assistants on aspects of academic records procedures and processes.

• Possession of a baccalaureate degree in social sciences, business administration, education or related field and 2 year(s) of progressively responsible professional experience with responsibilities for managing and maintaining student records and providing excellent customer service; or any equivalent combination of education/training and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Functional knowledge of principles, practices and techniques in record management and serving the public demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories. federal and state laws, rules, regulations and systems associated with student record keeping.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the student information systems.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing and spreadsheet software.
• Strong attention to detail
• Commitment to providing exceptional service

• Master’s degree in counseling psychology, educational administration, psychology, business, or public administration
• Extensive experience working with an integrated student information system
• Knowledge of document management, including, imaging, storage, retrieval, and complex workflow systems,
• Experience in the collection, analysis, organization, and distribution of information for data-driven decisions,
• Supervisory experience
• Experience in leadership and management of a cross-trained staff,
• Knowledge of and support a student friendly, service center approach,
• Extensive knowledge of FERPA, and related regulations,
• Extensive experience working with community college students in Hawaii
• Highly developed communication skills and an ability to foster collaboration across diverse groups of constituents including, students, staff, faculty, deans and administrators.

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/.
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/
The University of Hawai'i does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, please refer to the following link: https://www.hawaii.edu/titleix/help/coordinator/
Honolulu Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities: http://uhcc.hawaii.edu/ovpcc/nondiscrimination/.