Associate Registrar
General Information & Responsibilities
The Associate Registrar works with the College Registrar to coordinate academic record keeping, Enrollment Services functions, and related operational procedures; responsible for assisting the Registrar in development and implementation of academic policies related to student admissions, records, and registration in the absence of the Registrar and ensures compliance with Federal, State, and institutional rules and regulations.
Description of Duties
DESCRIPTION OF ESSENTIAL DUTIES:
a. Serves as Associate Chief Records Officer for the College to administer services to students, applicants, faculty, and staff regarding all student records in accordance with federal, state, and institutional guidelines.
b. Maintains current memberships in sanctioned organizations (AACRAO and/or IACRAO) to receive training and information about federal and state guidelines related to student records management.
c. Manages updates of student records as appropriate, such as rolling final grades and recording course substitutions/waivers.
d. Responsible for transcript evaluation procedures by performing college transfer credit evaluation district-wide, including accurate processing of military transcripts, non-traditional tests for credit, and department proficiencies.
e. Communicates with students, academic departments, and other colleges/universities regarding transfer credit.
f. Accurately performs graduation degree audits for all academic programs offered at the college.
g. Manages communications with students regarding graduation awards and/or deficiencies and manages printing and mailing of diplomas to students.
h. Coordinates QC campus commencement planning by running seasonal meetings with appropriate stakeholders, assembling staff volunteers, and supporting planning for East Campus commencement as needed.
i. Assists Registrar with ensuring department procedures are accurate and in compliance with US Department of Education and Illinois Community College Board standards district-wide.
j. Assists Registrar with maintenance of Enrollment Services web pages, calendars, dates and deadlines, schedules, and the academic catalog.
k. Assists Registrar with development and implementation of Enrollment Services processes and policies.
l. Administers FERPA compliance procedures and leads FERPA training for college employees, in the absence of the Registrar.
m. Works closely with the Registrar in managing student records and document storage and responsible for integrity of database files.
n. Actively guides college software development and enhancements, ensuring technology is appropriate to support student records and registrar functions.
o. Updates departmental SOP documents and creates new as appropriate.
DESCRIPTION OF OTHER DUTIES:
a. Assists Registrar with researching and developing new endeavors related to Enrollment Services.
b. Works as backup to other areas within Enrollment Services as needed.
c. Trains new staff as requested by the Registrar.
d. Ability to work at either campus, as needed.
e. Performs other job-related duties as assigned by the Registrar.
OVERALL ACOUNTIBILITIES:
a. Demonstrates BHC core values.
b. Accuracy and efficiency of work.
c. Maintains confidentiality of records and information.
d. Works as a team player.
e. Maintains up-to-date job knowledge.
PRINCIPAL WORKING RELATIONSHIPS:
a. Works directly with the Registrar and Enrollment Services staff district-wide.
b. Works cooperatively with instructional departments, Bursar’s Office, and Student Services staff.
c. Works cooperatively with students, faculty, staff, and the general public.
Education & Experience
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)
a. Bachelor’s degree required.
b. Minimum of three years’ experience in admissions, records, or office management required. Enrollment Services experience preferred.
c. Minimum of intermediate ability in Microsoft Word, Outlook, and Excel.
d. Experience with Banner or another Student ERP preferred.
e. Excellent communication skills and customer service skills required.
f. Attention to detail required.
g. Ability to maintain confidentiality required.
h. Ability to analyze problems, think critically, meet deadlines, and multi-task required.
i. Ability to adapt to change required.
j. Ability to work with minimal supervision.
The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job.
Supplemental Information
Black Hawk College does not sponsor employment visas.
Black Hawk College is an AA/EEO employer.
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