Associate Director, Registration & Records – FT

Under the general direction and supervision of the Administrative Director, Registration & Records, the Associate Director is responsible for the registration and records component of the student information system. Duties for this full-time regular position include developing and distributing class schedules, organizing student registration activities, maintaining and processing student records, processing graduation requests, and coordinating graduation exercises. The Associate Director also serves as a member of the Enrollment Management team.
Essential Functions

Organizes and Coordinates Registration Activities

1. Coordinate and participate in registration activities for undergraduate, dual credit, and Continuing Education course registration.
2. Monitor and record no-show records and section waitlists.
3. Process student drop/adds and student withdrawals from classes. Responsible for enrollment verification and Clearinghouse activities.
4. Answers student inquiries through phone, email, and face-to-face interactions. Involved in scanning and recording of registration documents.
5. Operates personal computer and print equipment related to the student information system.

Transcript Services

1. Collect and record transcript requests. Ensure accuracy of student transcript records. Issue transcripts to students and authorized third parties. Records transfer of credit, credit by waiver, and pass by exam credit to the student transcript.
2. Determines a student’s eligibility for academic bankruptcy and records the bankruptcy to the student’s academic record.

Maintain Student Records and Compliance

1. Maintains student records and monitors the release of student information in accordance with laws, regulations, polices, and procedures, including FERPA guidelines.
2. Educate and inform students, the College community, and third parties about student records and applicable guidelines.

Coordinate Graduation Activities

1. Participate in the coordination of Graduation Ceremonies.
2. Processes and verifies applications for graduation.
3. Prepare graduation lists required to print awards, graduation programs, and press releases using established college procedures and forms.
4. Assists with the ordering of caps and gowns, awards, and programs.
5. Prepares listing of honor graduates.

Schedule Building

1. Compile, develop, assemble, and distribute a schedule of credit classes offered.
2. Organize a schedule for student registrations according to college policies and procedures.
3. Enter course information into the College’s data management system (Ellucian Colleague). Proofread course schedules prior to publication.
4. Assist in the scheduling of classrooms and available spaces.

Supervision

1. Provide supervision, oversight, and training for registration staff as needed and at the discretion of the Administrative Director of Registration and Records. Ensure that registration services remain available to students and the public.
2. Ensure that staff provide a positive and helpful customer experience.
3. Approve schedules, time off requests, and work coverage as needed.
4. Provide feedback and guidance, and promote professional development among staff.
5. Assist, as needed, with supervisory duties and assignments.

Monitor Academic Progress

1. Ensure student grades and education records are entered and accurate.
2. Assist in the monitoring and notifying students of academic standing, including academic probation and suspension.
3. Assist students in understanding and filing for academic bankruptcy.

Reporting

1. Assist with end-of-term reporting.
2. Participate in clean-up processes such as recording demographic information, duplicate ID detection, and providing data used for institutional reporting.
3. Provide student lists to internal and external constituencies as needed and when appropriate.

Academic Partnerships

1. Work with Instructional staff to develop and process documents such as curriculum changes, catalog updates, and master course forms.
2. Assist in the use and maintenance of transfer equivalency services, such as Transferology.
3. Provide oversight and coordination of the transfer credit evaluation process.
4. Serve as a liaison for Career Academies and K-12 Connections. Work with staff to coordinate registration for SENCAP/Dual Credit and Career Academy programs operated by the College.
5. Participate in committee and partnership work, such as the SCC Curriculum Committee, Competency-based Education team, College Athletics, and scholarship opportunities with partnering high schools.

Enrollment Management

1. Participate, as needed, in enrollment and recruitment activities such as New Student Orientation, Discovery Days, on-campus tours, and special events.
2. Develops and implements plans and activities that are consistent with the goals and objectives of the Enrollment Management Team.

College Community Involvement

1. Under the discretion of the Administrative Director of Registration and Records, serve as a Notary Public for students and the College community. Participate in College committees that promote a positive and productive work environment and further promote the visibility and accessibility of the Registration department.

Promote a Culture of Belonging

Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute. Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment. Support the College’s policies and programming related to access, fair employment, and equal opportunities for all.

Minimum Qualifications

1. Bachelor’s degree in a field of study related to education, business/business administration, public administration, social sciences, or other related student services areas.*
2. Two (2) years’ work experience in a secondary or post-secondary student services area (Note: A Master’s degree in a directly related field may be substituted for one (1) year of the required three years of experience.)*

*An associate’s degree plus a total of four (4) years of work experience in a secondary or post-secondary student services area may substitute for the degree/experience requirement.