Registration Specialist

Posting Number

S000944

Position Title

Registration Specialist

Department

Registrar

Division

Academic Affairs

Supervisor Title

Registrar

Status

Full Time Regular

Salary Range

$19 - $23 per hour

Position Summary

Provide assistance to students and other constituency groups by phone, e-mail and in-person for such things as course registration, transcript ordering and fulfillment, online forms, enrollment and degree verification, and applying to graduate. Promptly and accurately maintain student records.

Description Of Key Responsibilities

• Respond to telephone, e-mail and in-person inquiries regarding registration policies and procedures, general college policies and student record verification and/or directory information concerning present and past students. These inquiries at all times must be responded to in accordance with College and Federal policy on release of information. Ensure that information is released about students that may only be rightfully released.
• Review and process forms submitted by e-mail or in-person. Ensure that forms provide complete information with appropriate signatures and appropriate supporting documentation, following up with students as necessary. Update student records accordingly with registration requests and changes, prerequisite waivers, major/minor declarations, address and name changes, etc.
• Provide support to students, faculty and staff in all registration matters. Interpret and explain college requirements, policies and procedures.
• Verify degrees and enrollment for verification requests received through the National Student Clearinghouse. Provide specialized verification letters to students upon request.
• Draft and provide verification letters to students requested for good Student discounts, loan deferments and various enrollment and degree verification needs.
• Oversee the transcript request and production process by serving as liaison to Parchment (transcripts vendor). Investigate transcript order issues and collaborate with Parchment representatives in resolving them.
• Monitor incoming official transcript orders and maintain hold lists and release lists in accordance with College policy and Illinois state law. Maintain record of official transcripts withheld per fiscal year, for annual reporting of financial-based transcript holds as required by Illinois state law.
• Oversee the diploma printing process, serving as liaison to Paradigm (diploma vendor). Place end-of-term and reprint/replacement diploma orders, handle customer service inquiries from students, resolve production issues with vendor.
• Obtain and maintain Illinois Notary Public commission. Provide notary services for college documents to students and college officials in accordance with Illinois Secretary of State Regulations.
• Liaise with multiple third-party vendors and place supply orders as needed. Maintain departmental supplies, including but not limited to diploma covers, mailing envelopes, transcript logo paper and office forms. Perform routine office functions such as copying and filing, and, on occasion, oversee student workers assigned to these tasks.
• Develop training materials on new vendor software/procedures. Train colleagues on vendor-based systems and provide ongoing support.
• Update and maintain the online calendar of event assignments (non-course) for all general purpose classrooms.
• Provide administrative support to the Registrar and Associate Vice President for Academic Affairs and Dean of Student Success.
• Support the College’s mission, vision and values, and contribute to the advancement of the College’s Strategic Plan.
• Demonstrate a strong commitment to continuous quality improvement.
• Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative, and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
• Perform other related duties and tasks as assigned.
  
  

Required Knowledge, Skills And Abilities

• Knowledge of and ability to use computer-based systems such as word-processing, spreadsheets, and in particular, a relational database.
• Ability to communicate in the English language, both orally and in writing.
• Ability to consistently perform accurate numerical computations.
• Ability to consistently demonstrate excellent interpersonal skills in dealing with persons both internal and external to the College, both in person and on the telephone. The ability to work effectively as a member of a small staff where teamwork, cooperation and shared responsibilities are the rule.
• Ability to quickly understand College organization, operation, rules, and regulations. Ability to apply this knowledge in a problem-solving manner.
• Ability to deal with several tasks and problems concurrently. This requires a person who is well organized, detail-oriented, flexible and able to effectively prioritize tasks, often under the pressure of important deadlines.
• Ability to exercise discretion with regard to personal and confidential information.
  
  

Distinguishing Characteristics

This position includes a considerable amount of communication with internal and external constituents of the College, on the phone, through e-mail, and in-person, including students, faculty, staff members, parents, prospective students, employers and alumni. The individual in this position serves as a representative of the College, and therefore must be committed to a standard of excellence in customer service for all. Excellent interpersonal skills, including the ability to deal professionally with stressful situations, are essential.

Records maintained by this individual reflect the official academic status and accomplishments of a student at the college and are relied upon by many people for a variety of purposes. Accurate and timely transcription of records is absolutely essential in order for students and success coaches to plan a course of study that achieves each student’s individual objectives and allows for the efficient completion of all College requirements. Thus, the ability to accurately process data entry often under pressure of deadlines is extremely important.

Education/Training

An associate’s degree or equivalent is required; bachelor’s degree preferred.

Experience

At least one year of professional office work is required, with database data entry preferred. Experience in college records administration is highly preferred.

Is This a Temporary Position?:

No

Employment Conditions

An offer of employment is contingent upon successful completion of the College’s background screening process.

Number Of Vacancies

1

EEO Statement

North Central College is an Equal Opportunity Employer committed to increasing the diversity of our workforce. NCC provides reasonable accommodation to applicants with disabilities where appropriate. If you need reasonable accommodation for any part of the application or hiring process, please notify the Office of Human Resources. Determinations for reasonable accommodation will be made on a case-by-case basis.

Open Until Filled

Yes

Additional Information

The pay offered to the selected candidate will be determined based on factors including (but not limited to) the candidate’s experience, qualifications, and training.

North Central College provides a comprehensive benefits package, which includes:

• All-inclusive medical, dental and vision group insurance
• Health and dependent care savings plans
• Employer-paid life, AD&D and disability group insurance
• 403(b) retirement plan with employer contributions
• Employee assistance plan resources
• Tuition waiver for full-time employees, spouse and dependent children
• Generous paid time off plans, including 3 weeks vacation to start
• 15 paid holidays per year, including 5 days during NCC Winter Break