COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

 

TITLE:                                   Associate Registrar - CPC

 

DIVISION:                             Student Development

 

DEPARTMENT:                  Admissions and Records

 

JOB TITLE CODE:             0439

 

 SECURITY SENSITIVE:   Yes

 

FLSA STATUS:                   Exempt

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FUNCTION:              Manage admissions and registration functions at the Central Park

Campus.  Interpret, implement and resolve conflicts related to admissions and records policies.  Develop, implement and evaluate district-wide policies and procedures for admissions.

 

REPORTS TO:        Registrar/Director of Admissions

 

SUPERVISES:        Data Management Specialist, Admissions/Records Assistants, temporary

staff for registration.

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MAJOR RESPONSIBILITIES

 

Essential Job Functions:

 

1)     Recruit, train, supervise, evaluate and develop a culturally diverse staff. Manage daily operations of Central Park Campus Registrar's Office, including hiring, training, evaluation, termination of employees as well as setting work schedules and distribution of workload.

 

2)     Ensure that the Admissions/Records office at Central Park is adequately staffed during published office hours to provide professional services. Supervise admissions and registration services at CPC. Work with the Registrar, deans, department managers, administrators, faculty and staff to resolve registration issues.  .

 

3)     Assist in coordinating functional aspects of data conversions resulting from software upgrades..

 

4)     Work closely with Enrollment reports Coordinator and administrative assistants to determine accuracy of contact hours in compliance with state law to ensure that funding is not adversely affected. Ensure accurate state reporting by supervising data entry training and evaluation and by auditing appropriate documents

 

5)     Contribute to the team efforts of all departments and work cooperatively with other members of the college and community.

 

6)     Meet with students and make exceptions to policy for refund petitions, adding after census date, reinstatements, special admissions, etc.

 

7)     Supervise the confidentiality of student records in compliance with the Family Educational Rights and Privacy Act; supervise forms inventory and maintenance; supervise maintenance of student records throughout the term and coordinate archival.  Ensure that offices and files are adequately secured on a daily basis.

 

8)     Maintain current knowledge of services available at all district sites in order to make appropriate and timely referrals.

 

 

9)     Cooperate with faculty and academic deans to resolve discrepancies related to class rolls, grade rosters and registration issues.

 

10) Meet with students to resolve records and registration problems in accordance with applicable law, policy and past practice.

 

11) Assist the Registrar with functions such as schedule building, records retention, Tran scripting and grading and graduation. Act as Registrar in the absence of supervisor.

 

 

 

MINIMUM QUALIFICATIONS

 

Knowledge, Skills and Abilities:

 

Knowledge of effective customer service techniques with the ability to present one’s self and the college in a positive and professional manner.

 

Knowledge of interviewing techniques and methods.

 

Knowledge of registration process at community college

 

Possess supervisory skills and be able to manage staff, including hiring, training, evaluating and terminating

 

Ability to identify required tasks, task priorities and needed resources

 

Ability to organize, schedule, assign, delegate, coordinate and monitor the work of staff

 

Knowledge of problem-solving techniques -- techniques for identifying problems and determining the most appropriate course of action for their resolution.

 

Knowledge of time management techniques -- how to structure activity to accomplish the most possible in the time available.

 

Knowledge of systems analysis techniques -- methods for investigating, in the broadest sense, the total context within which a problem exists or within which a decision must be made.

 

Knowledge of project management techniques -- how to manage interdependent personnel to complete a developmental project on time, within budget, and in conformance with predetermined performance specifications.

 

Knowledge of departmental policies, procedures and practices.

 

Skill to perform effectively in interpersonal situations.

 

Skill to effectively communicate in writing.

 

Skill to effectively convey ideas orally.

 

Skill to effectively listen.

 

Skill to effectively plan work activities, schedules, priorities and unitization or resources.

 

Skill to develop effective training programs.

 

Skill to operate a computer.

 

Ability to quickly and accurately identify potential problem situations.

 

Ability to work effectively under pressure.

 

Ability to work effectively without undue instruction and supervision.

 

Ability to establish sound priorities among conflicting demands for time and attention.

 

Ability to assess the risk involved with a given course of action.

 

Ability to follow an activity, project or plan of action from its inception through implementation without losing control or perspective.

 

Ability to take responsibility to get the job done.

 

Ability to perform all the essential functions of this position.

 

 

Education and Experience:

 

Education:                  Associate's Degree (Bachelor's desired) from a  regionally accredited

institution.

 

 

Experience:               Three (3) years directly related experience to include one year of

supervisory experience.  Excellent organizational and interpersonal skills are required.  Demonstrated proficiency in both oral and written communication (including the skills to input information via keyboard) to effectively interact with students, college staff and the general public in a courteous and professional manner.

 

                                                                           OR

 

                                    Any equivalent combination of training and experience.

 

Licenses/Certificates:

 

            N/A

 

 

NOTE:  This job description is not an employment agreement or contract.  The President and/or designee has the exclusive right to alter this job description at any time without notice. 

 

Employees of CCCCD are expected, as required in their specific job functions, to participate in maintaining standards required for accreditation; to participate in college task forces, activities, meetings, committees and councils; to interact and work cooperatively in order to assist students, staff, faculty and the community in the accomplishment of various goals; to represent one’s self and the college in a positive, professional manner consistent with the core values which include a passion for learning, service and involvement, creativity and innovation, academic excellence, dignity and respect, and integrity; and to safeguard sensitive or confidential information from intentional or unintentional disclosure. 

 

Employees are expected to maintain current working knowledge of policies, procedures and guidelines necessary to answer work-related questions and to provide assistance to students, staff, faculty and the general public in a timely and courteous manner.  Employees are also expected to perform other duties as may be assigned by their supervisor and to contribute to the team efforts of the department and to assist the college in achieving its strategic goals.  

 

Employees must abide by all laws, college policies and guidelines.

 

Collin County Community College District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, sex, national origin, disability or veteran status.