What are the responsibilities and job description for the Assistant Registrar position at Eureka College?
POSITION TITLE: Assistant Registrar
REPORTS TO: Registrar
POSITION SUMMARY: Serve as a key member of the Registrar’s Office team, providing leadership support in the daily operations of the office and ensuring that the office provides the highest level of customer service to the campus community.
ESSENTIAL FUNCTIONS:
- Prepare initial degree audits for underclassmen and update annually.
- Evaluate college transcripts; complete transfer credit evaluations for prospective students; enter transfer credits in SONIS; and maintain transfer equivalencies in TES (Transfer Evaluation System) for the Admissions Office.
- Research course equivalencies for articulation agreements and memorandums of understanding (MOUs) and help the Provost prepare and draft transfer guides or course crosswalks.
- Maintain Registrar’s Office-related webpages.
- Manage academic components of graduation, including obtaining graduation applications; ordering diplomas, covers, and honors stoles; preparing candidate list for graduation program and “read-list” for Division Chairs; assisting Registrar with final verification of degree audits; processing graduates in SONIS; mailing diplomas; and assisting with the commencement ceremony as needed.
- Manage Eureka College’s Acadeum (online course consortium) enrollments (work with Registrar to choose which courses go on the schedule, create the course sections in SONIS, process adds/drops/withdrawals in SONIS and in the Acadeum portal, communicate with Acadeum support and other institutions’ points of contact to resolve EC student issues).
- Process academic forms such as add/drop/withdrawal slips, change of program forms, independent and directed study applications, and exit interviews.
- Utilize and maintain student information in SONIS (update addresses, biographical information, Education pages, Leave Statuses, etc.).
- Assist Registrar with enrollment management, including verifying 10th day rosters; monitoring and verifying midterm and final grades; assisting advisors and students with registration; advising and registering new students; and monitoring wait lists, incomplete grades, registration holds, pre-requisites, and student absences.
- Assist the Registrar with the course schedule building process and classroom assignments in SONIS.
ADDITIONAL DUTIES AND RESPONSIBILITIES:
- Process transcript requests through National Student Clearinghouse.
- Upload documents to student files in SONIS (transcripts, degree audits, Permission Sharing Documents, academic forms, etc.).
- Process enrollment, degree, loan, and good student verifications, both on paper and online through National Student Clearinghouse.
- Assist with Orientations and Welcome Week events.
- Serve as back-up for Registrar in processing enrollment and degree transmissions to National Student Clearinghouse.
- Provide various reports for faculty and staff.
- Provide general front-line assistance to students, faculty, staff, and alumni via phone, email, and walk-ins.
- Maintain office filing system and record retention guidelines.
- Provide communication with campus community regarding Registrar’s Office information.
SUPERVISORY REQUIREMENTS:
Supervise student employees in the Registrar’s Office. Responsibilities include interviewing, hiring, and training student employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.
EDUCATION:
Essential: Bachelor’s Degree from an accredited four-year college or university.
EXPERIENCE:
Essential: Minimum 1 year working in a professional office setting.
Desirable: Experience in a Registrar’s Office or other student services related area; experience with use of online processes and administrative software for information management.
LICENSES/CERTIFICATIONS:
None required.
KNOWLEDGE, SKILLS, ABILITIES:
- Ability to read and interpret documents such as college catalogs, procedure manuals, and correspondence.
- Ability to write routine reports and correspondence.
- Ability to effectively present information and respond to questions from faculty, staff, students, and parents.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute average, ratio, and percent.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, etc.
- Ability to multi-task, prioritize and organize assignments.
- Detail orientation with big picture understanding.
- Ability to communicate effectively orally and in writing with a diverse population.
- Ability to work independently and collaboratively in a team environment.
WORKING CONDITIONS:
Physical Environment: The office is located in a building with steps outside leading to the door. The noise level is typically quiet to moderate.
Physical Demands: Must be able to sit for long periods of time. May be required to climb steep flights of stairs. May require lifting of files and materials not to exceed 25 lbs.
Sensory Attention: May experience eyestrain and occasional headaches from intense computer utilization.
Mental Demands: Must be able to handle the stress of working in a fast-paced, multi-tasking environment. Must be able to communicate with and cope with all types of personalities. May also experience stress due to meeting deadlines and working with emotional or stressed students.
WORK SCHEDULE:
Normal workday is Monday through Friday 8:00 AM to 5:00 PM with one hour allocated for lunch. Additional hours or occasional Saturday hours may be necessary for special events.
Salary : $18 - $19