COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Associate Registrar - PRC

DIVISION: Student Development

DEPARTMENT: Admissions and Records

JOB TITLE CODE: 0439

SECURITY SENSITIVE: Yes

FLSA STATUS: Exempt

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FUNCTION: Direct the daily operations of the Preston Ridge Campus (PRC) Admissions and Records office (ARO). Liaison between department deans and ARO. Hire, train and evaluate staff. Supervise registration.

REPORTS TO: Registrar/Dir of Admissions

SUPERVISES: Admission and Records Assistants, Degree Plan Graduation Associates

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MAJOR RESPONSIBILITIES

Essential Job Functions:

1) Recruit, train, supervise evaluate and develop a culturally diverse staff. Ensure the Admissions and Records Office at PRC is adequately staffed to provide professional services by planning, implementing and modifying work schedules.

2) Respond to customer inquiries in person, and over the telephone, in a friendly and professional manner. Meeting with students and make exceptions to policy for refund petitions, adding after census date, reinstatements, special admissions and any other ARO issues that may arise.

3) Notify proper departments which students, who pay or register late, are eligible or not eligible for the state report.

4) Maintain the ARO Help Manual and communicate new/changed information to college staff, via telephone calls or electronic mail, to ensure correct information for students.

5) Supervise the confidentiality of student records in compliance with the Family Education Rights and Privacy Act (FERPA); supervise forms inventory and maintenance of student records throughout the term.

6) Supervise registration plans and communicate needs in a timely manner to Physical Plant, Academic Computing Services and Telecommunications Departments. Follow-up with department staff to ensure completion by deadline.

7) Process admission applications for credit students accurately, determine and document residency (final approval for PRC), TSI status, pre-requisite levels, and eligibility waivers to include Athletic eligibility.

8) Analyze transcripts for possible pre-req levels, determine hours earned and grade point averages. Process and assist faculty with grade changes, process enrollment verifications, proof and code processed applications. Assist with graduation.

9) Respond appropriately to non-technical questions on web line e-mail system. Process student requests for obtaining transcripts using the web line system.

Marginal Job Functions:

Provide information at service counter, answer telephones and assist with data entry.

Assist students with non-credit and credit registration by entering biographical/demographic information and course requests into SIS+ or by issuing Personal Identification Numbers (PIN’s), so that students may register via CCCCD’s automated telephone registration system or webline.

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.

MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities:

Knowledge of interviewing techniques and methods.

Knowledge of performance appraisal processes to evaluate the performance and qualifications of the employee in terms of the requirements of the job for which he/she is employed.

Ability to work effectively without undue instruction and supervision.

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

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

Skill to effectively negotiate one-on-one or between multiple parties.

Ability to deal in a fair and courteous manner with a variety of individuals.

Ability to interact and work cooperatively with other members of the college and community.

Ability to make independent judgments.

Oral and written communication skills to support effective interaction with various levels of the district, faculty, staff, and other outside parties.

Knowledge of business English, spelling, punctuation, and effective letter writing practices.

Knowledge of microcomputers and basic word processing software applications.

Ability to listen actively and demonstrate understanding. Ability to identify information needed by others for effective action.

Ability to determine training needs of subordinate employees and to set clear performance standards.

Ability to meet deadlines for assigned reports and projects.

Ability to provide feedback, support and encouragement to staff.

Skill to identify goals and develop strategic plans.

Ability to maintain restraint and keep calm when faced with emotional or angry individuals.

Ability to perform all essential functions of the job.

Education and Experience:

Education: Bachelor’s degree from a regionally accredited institution.

Experience: Three 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.