COLLIN COUNTY COMMUNITY COLLEGE DISTRICT
JOB DESCRIPTION
TITLE: Associate Registrar – Evening and Weekends
DIVISION: Student Development
DEPARTMENT: Admissions/Records
SECURITY SENSITIVE: Yes
JOB TITLE CODE: 0439
FLSA STATUS: Exempt
____________________________________________________________________
FUNCTION: Located
at the Spring Creek Campus, this position supervises staff and ARO services
district-wide for evening and weekend operations. Coordinates registration
set-up for on-campus registration.
REPORTS TO: Registrar/Director
Admissions.
SUPERVISES: Evening
and weekend part-time Admissions and Records Assistants and temporary
registration staff.
____________________________________________________________________
MAJOR RESPONSIBILITIES
Essential Job Functions
1) Communicate
new/changed information to college staff, via telephone calls or electronic
mail to ensure correct information for students. Determine final exam schedule to be printed in the schedule of
classes.
2) Resolve
records and registration problems, with authority to make immediate
decisions. Cooperate with faculty and
academic deans to resolve discrepancies related to class rolls and registration
issues.
3) Respond to
student complaints/registration problems; identify and implement
solutions. Document and refer to Registrar if necessary. Monitor workloads to ensure all documents
are processed in a timely manner.
4) Coordinate
registration plans and communicate needs in a timely manner to Physical Plant,
Computer Services and Telecommunications Departments. Follow-up with department staff to ensure completion by deadline.
5) Process
and input grade changes. Work closely
with the bursar’s office to determine
and correct problems with student accounts.
6) Respond to
customer inquiries in person, and over the telephone, in a friendly and
professional manner. Perform essential
job functions under time pressure and deadlines while maintaining
professionalism with customers and cooperation with coworkers. Heavy telephone and internet usage
responding to student inquiries.
7) Recruit,
orient, train and supervise a culturally diverse staff. Ensure that the admissions and data entry
stations are appropriately staffed for registration. Schedule work hours and breaks for ARO staff (full/part time and
temporary). Coordinate the set-up of
on-campus registration.
8) Maintain
the confidentiality of student records (in compliance with the Family
Educational Rights and Privacy Act); maintenance/archival of student
records.
9) Maintain
current knowledge of services available at all district sites in order to make
appropriate and timely referrals.
10) Process
admission applications for credit students accurately; determine and document
residency, TSI status, prerequisite levels, and eligibility waivers.
11) Originate
and revise forms, including Continuing Education forms, used by ARO for all
campuses. May produce signs and notices
for ARO.
12) Update ARO
website to reflect changes. Monitor
zero enrollment classes and cancel when necessary.
Marginal Job Functions
Provide
general advising for credit and non-credit classes, using the college catalog
and schedule of classes. Refer students
to appropriate college departments for in-depth advising.
Assist
students with non-credit and credit registration by entering
biographical/demographic information and course requests into SIS+ or by
issuing Personal Identification Numbers (PINS) so that students may register
via CCCC's automated telephone registration system and web-line.
Produce
registration lists, enrollment verifications and transcripts. ARO office supervisor for evenings and
weekends.
Participate
in off-site registration and recruitment activities and task forces.
MINIMUM
QUALIFICATIONS
Knowledge, Skills and Abilities
Knowledge of interviewing techniques and methods.
Ability to organize, schedule, assign, delegate, coordinate and monitor
the work of staff.
Supervisory
skills to manage staff, including hiring, training, evaluating and terminating.
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 registration process at community college
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 effectively communicate both in writing and verbally.
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 follow an activity, project or plan of action
from its inception through implementation without losing control or
perspective.
Ability to perform all the essential functions of this
position.
Education and Experience:
institution.
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:
Notary Public
NOTE: Normal
hours for evenings and weekends: 12-8
M-W; 1-8 R; 8-5 F; and 8 – 1 Saturday. Additional hours during peak periods and
graduation.
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.