Assistant Registrar

Job Details

Level Experienced Job Location Clary Sage College - Tulsa, OK Position Type Full Time Job Category Education

Description

Community HigherEd is currently seeking a professional Assistant Registrar for our three college campuses (Community Care College, Clary Sage College, and Oklahoma Technical College) to ensure the integrity, accuracy, and security of all academic and educational records. The Assistant Registrar is responsible for assisting the College Registrar in managing the academic records office and the administration of student enrollment activities such as the registration process, schedules, records, graduation process, monitoring academic guidelines, reporting system, and related matters. They also assist with academic policy enforcement and transfer credit evaluations. They are to be proficient in student record policies and compliance, the Family Education Rights and Privacy Act (FERPA), and related privacy concerns. In addition, the Assistant Registrar provides general assistance for college personnel regarding front-end student information system (SIS) questions

The ideal candidate will have:

• An Associate Degree or higher from an accredited institution is required
• One to two years of proven relatable work experience in a college setting or academic environment, or a combination of education and experience commensurate with the requirements of the position preferred
• Knowledge of student record compliance, the Family Education Rights and Privacy Act (FERPA), and state/federal regulations
• Experience registering students, managing tasks related to student records, and transcript evaluation preferred
• Proficient computer skills and experience with Student Information Systems (SIS), Google Suite, MS Word, Excel, and other basic campus management software, with the ability to learn specialized computer applications
• Administrative experience with strong organizational skills, attention to detail, and accuracy
• Customer-service-oriented with strong interpersonal, oral, and written communication skills
• High ethical standards, handle sensitive information and always maintain confidentiality

This position requires frequent travel between 3 local campuses within a 2-mile radius, using a personal vehicle. Full-time, Monday through Friday, with occasional evening/weekend events. Great benefits!

Duties/Responsibilities:

• Maintains the security, integrity, and accuracy of all academic records including transcripts and diplomas
• Ensure compliance with the Family Education Rights and Privacy Act (FERPA) and related privacy concerns
• Conducts student registration and enrollment verifications; Coordinating registration processes, scheduling classes, and enforcing rules for entering or leaving classes
• Respond to inquiries and provide consistent, friendly support to students, faculty, alumni, staff, and guests; resolve and/or refer to the Registrar any problems related to enrollment, registration, attendance, graduation requirements, and other related areas.
• Academic advising for all students with incomplete records
• Supports the student graduation process and evaluates student records to ensure graduation requirements have been met and enforces academic policies
• Work closely with Financial Aid regarding records for Title IV
• Evaluate transfer credits
• Monitor grade reporting and recording; when necessary, question academic attendance and grades
• Assist with compliance and re-certification of regulatory bodies: ACCSC, ABHES, OBPVS, DOE, VA, Workforce Okla., etc.
• Monitor incomplete files and ensure timely fulfillment of required documents
• Verify credentials (GEDs, etc.) of enrolling students as needed
• Ensure accurate processing of program changes, transfers, Leave of Absence (LOAs), withdrawals/drops, and other student status changes
• Digital and paper filing and research of files; make copies, upload, and scan digital files, organize paper records in storage, research paper document records in storage boxes and file cabinets
• Maintain the system in regards to record storage, filing systems, and organization
• Consult with Campus Directors, Directors of Education, Department Heads, and other college staff on attendance, records, course scheduling, and related matters
• Attends, participates, and collaborates in meetings
• Participate in school-sponsored activities and attend graduation ceremonies
• Participates in a minimum of two professional developments per year
• Performs other related duties as assigned
• Reports to the Registrar

Benefits:

• Health, Dental, Vision, Life Insurance
• Generous paid time off policy
• Paid holidays, Birthday, Bereavement, and Volunteer Day
• Educational Assistance Program
• 401k retirement plan and 4% match
• Free monthly student services at Clary Sage College and Community Care College

Who We Are:

Community HigherEd Institute is Oklahoma’s only private non-profit technical college system based in Tulsa, Oklahoma that is dedicated to improving the lives of aspiring professionals through each of its three campuses, Community Care College, Clary Sage College, and Oklahoma Technical College.

Established in 1995, The College’s mission is to transform lives and contribute to society by providing career-focused higher education opportunities that empower students to obtain successful employment, develop leadership skills, and serve their communities. The College culture is encapsulated in the C.A.R.E.S acronym that highlights the engrained mentality of all members of faculty, staff, and administration alike: courtesy, accountability, respect, excellence, and success.

Qualifications

Required Skills/Abilities:

• Strong interpersonal, oral, and written communication skills
• Ability to multi-task and rapidly change priorities to meet the needs and expectations of this position
• Must be professional and customer-service-oriented
• Strong organizational skills, attention to detail, and accuracy
• Possess high ethical standards, handle sensitive information, and always maintain confidentiality
• Proficient computer skills and experience with Student Information Systems (SIS), Google Suite, MS Word, Excel, and other basic campus management software, with the ability to learn specialized computer applications

Education and Experience:

• An Associate’s Degree or higher from an accredited institution required
• Knowledge and experience with a computerized integrated student records system preferred
• One to two years of proven relatable work experience in a college setting or academic environment or a combination of education and experience commensurate with the requirements of the position is preferred
• Administrative and strong customer service experience required
• Experience registering students, managing tasks related to student records, and transcript evaluation preferred
• Proficient knowledge of student record compliance, the Family Education Rights and Privacy Act (FERPA), and state/federal regulations is preferred
• Knowledge or willingness to learn current student systems
• Knowledge or willingness to learn current college catalog, policies, and procedures

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Ability to stand, walk, sit, bend, stoop, lift, push, pull, and reach
• Must be able to lift up to 25 pounds at times
• This position requires travel between 3 local campuses within a 2-mile radius, using a personal vehicle