Description

The Registrar reports directly to the Associate Vice President of Learning Student Services and is responsible for leading and managing all student academic record-keeping aspects. Primarily, the Registrar records student grades, evaluates student transcripts for academic credit or program placement, manages student issues related to attendance, supports faculty in posting final grades each term, and graduates students from academic programs. Additionally, the Registrar supports students, faculty, and staff in problem-solving as needed. The Registrar is an essential leadership position at the College and has the following duties and responsibilities to all of the VGCC campuses:

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  After your training period, you will have the option to telework up to one day a week.

Essential Duties

• Evaluate post-secondary transcripts for transfer credit and enter transferred coursework in Colleague, the College’s student information system.
• Consult with Academic Deans when necessary, regarding transfer credit and appeals.
• Establish and maintain saved transfer equivalency files and web pages.
• Research and update transcripts of reactivated student files including rebuilding old transcripts from imaged documents when necessary.
• Assist the Admissions Office with North Carolina Residency Determination Service (RDS) reconciliation issues.
  • Serve as the Residency Determination Service (RDS) representative for the college.
  • Coordinate with the VGCC Business Office and Financial Aid office to document eligibility for students who qualify for community college RDS exceptions and collaborate regarding Debt Appeal applications received by the Business Office.
• Complete final graduation checks for curriculum graduates (Associate degrees, diplomas, and certificates).
• Assist with graduation planning, coordination of diplomas, program information, business office clearance, coordination with the bookstore and Herff Jones for cap & gown sales, rehearsal notification, and line-up at rehearsal and graduation ceremony.
• Distribute gold tassels to honor graduates.
• Review, approve, and coordinate the distribution of curriculum certificates as requested by academic Program Heads.
• Maintain the Graduation Information webpage.
• Maintain electronic attendance roster notifications and electronic collection processes for initial, 10%, and final attendance rosters/grade rosters.
• Assist New Faculty Academy in the training of new and part-time faculty on required roster record-keeping.
• Confirm faculty input of final attendance/grades.
• Track and update incomplete grades. Process “no-show” students for each term throughout the semester
• Coordinate with faculty, Financial Aid Office, and Business Office regarding completion of the attendance reporting and changes or corrections in student enrollment status.
• Assist the Business Office with the refund process.
• Coordinate the audit and submission of curriculum and continuing education reports each semester.
• Make necessary adjustments and submit the report to NCCCS by the published deadline in January, June, and September.
• Distribute and review all required accompanying reports and store records in preparation for bi-annual compliance review.
• Prepare for and monitor all compliance visits.
• Coordinate with the Financial Aid Office to submit the Gainful Employments report when required by federal guidelines.
• In collaboraton with the Executive Assistant for Student Services, collect updated Program of Study (POS) documents from all academic departments annually.
• Electronically submit updated programs of study for approval by NCCCS.
• Import approved programs back to the local student information system (Colleague) and build local child programs (diplomas and certificates), if applicable.
• Supervise the creation of the academic calendar including registration date ranges.
• Populate date ranges in Colleague and prompts academic administrative assistants to build semester schedules.
• Audit the course schedule before start of each registration period.
• Cancel unenrolled sections upon notification from academic departments.
• Coordinate with the Webmaster and IT System Administrator to update the Class Schedules and Registration Dates page of the VGCC website.
• Maintain all parameter settings for the myVGCC student portal including registration and planning terms, progress tabs, and course prefix selection.
• Select and notify students and advisors of priority registration groups and dates.
• Maintain Registrar’s webpages.
• Review and update designated Consumer Information data on the VGCC website and send annual Consumer Information email to all enrolled students.
• Respond to National Student Clearinghouse (NSC) requests for enrollment or graduation verification of continuing education and curriculum students through the secure portal and direct external inquiries to NSC site as needed.
• The Registrar handles requests for military enrollment lists.
• Compile the Dean’s and President’s list each semester and notify the Marketing Department. Assist Phi Theta Kappa honor society advisors in identifying eligible student groups upon request.
• Receipt, process, and retain the following academic forms: Change of Academic Program, Course Substitution, FERPA Release, Grade Change, Incomplete Grade, Special Permission Registration, and Withdrawal Forms. Coordinate and process Academic Forgiveness applications with the Academic Affairs Committee Chair and Vice President.
• Serve on assigned committees and assume other duties as assigned by the Associate Vice President of Student Affairs.
• Performs other duties as assigned.

Qualifications

Education and Experience Required:

• Bachelor’s degree in a relevant field such as education, administration, library science, or related discipline
• Minimum of three (3) years of experience in the Registrar’s Office or other related Student Affairs office (Admissions, Enrollment, etc.)
• Knowledge of student information systems (SIS) and database management.
• Proficient computer and technical skills, including Microsoft Office Suite or related software
• Excellent verbal and written communication skills with experience working with individuals at all levels

• Master’s degree in a relevant field such as education, administration, library science, or related discipline
• Two (2) years of supervisory experience
• Five (5) years of experience in the Registrar’s Office or other related Student Affairs office (Admissions, Enrollment, etc.)

Physical Demands

• Light work that includes moving objects up to 30 pounds.
• Sedentary work that primarily involves sitting/standing.