COLLIN
COUNTY COMMUNITY COLLEGE DISTRICT
JOB
DESCRIPTION
TITLE: Associate
Registrar - SCC
DIVISION: Student
Development
DEPARTMENT: Admissions
and Records
JOB TITLE CODE: 0439
SECURITY SENSITIVE: Yes
FLSA STATUS: Exempt
____________________________________________________________
FUNCTION: Manage admissions and registration functions at the Spring Creek
campus. Interpret, implement and resolve conflicts related to admissions and records policies. Student Information System owner of schedule building and registration functions; develop, implement and evaluate district-wide policies and procedures for scheduling building and credit registration.
REPORTS TO: Registrar/Director
of Admissions
SUPERVISES: Registration Specialist, Admissions Specialist, Admissions/Records Assistants, temporary
staff for registration.
____________________________________________________________
MAJOR RESPONSIBILITIES
Essential Job Functions:
1)
Recruit, train, supervise, evaluate, terminate and develop a
culturally diverse staff ensuring that the Admissions/Records office at Spring
Creek is adequately staffed during registration and published office hours to
provide professional services. Set work
schedules and distribution of workload.
2)
Meet with students and make exceptions to policy
for refund petitions before census date, and reinstatements. Resolve records and
registration problems in accordance with applicable law, policy, and past
practice. Cooperate with faculty and
academic deans to resolve discrepancies related to class rolls, grade rosters
and registration issues.
3)
Develop, implement and evaluate district-wide policies and
procedures for schedule building and registration and serve as Student
Information Systems owner of these areas.
Liaison between ARO and the AD/AAs, training the new employees in
scheduling building, moving classes and deleting classes with no enrollment.
4)
Compute session codes as needed for schedule building of
other than regular length terms.
Distribute to all ARO and division offices.
5)
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. Check all adds-after-census for reportability
and send appropriate e-mails to institutional research.
6)
Compute and certify athletic eligibility in compliance with
the National Junior College Athletic Association rules.
7)
Proof the credit Schedule of Classes to ensure accurate
information. Prepare final exam
schedule for each term. Communicate
new/changed information to college staff via telephone calls or e-mails to
ensure correct information for students.
8)
Assist the Registrar with functions such as schedule
building, transcripting, grading and graduation. Act as Registrar in the absence of supervisor.
9)
Assist in coordinating functional aspects of data
conversions resulting from software upgrades.
Test all new procedures before they go into production.
10) Supervise the confidentiality of student
records in compliance with the Family Educational Rights and Privacy Act; provide FERPA
training each semester on each campus; supervise forms inventory
and maintenance; supervise maintenance of student records throughout the term
coordinate archival. Ensure that
offices and files are adequately secured on a daily basis.
11) Maintain ARO’s registration help manual. Help write policy and procedures for
employees.
12) Work closely with the bursar’s office to
determine and correct problems with student accounts.
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:
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:
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.