What are the responsibilities and job description for the Registrar position at Southeastern College?
OVERVIEW:
The core mission of Southeastern College is to provide targeted educational services that meet community needs. The Registrar builds and schedules the academic programs and educational services delivered at the campus level. The Registrar also maintains all student transcripts and academic records. To meet this end, the Registrar must work closely with the Dean and the rest of the campus staff.
BUSINESS CONTRIBUTIONS:
The Registrar is responsible for scheduling educational programs and maintaining records. This is accomplished through:
- Building and maintaining student course/program schedules for the campus
- Vetting student transcripts and admissions documentation
- Maintaining accurate paper and electronic student files and official documentation
ESSENTIAL FUNCTIONS:
Enrollment:
The Registrar is involved in conducting status verifications during the enrollment process. To accomplish this, the Registrar must:
- Review enrollment files forwarded from Admissions
- Verify student documentation: passports, financial statements, visas…
- Verify enrollment for employers, insurance, federal government, scholarships, military service… (produce confirmation letters)
- Participate in orientation and pre-registration
Transcripts:
The Registrar is responsible for transcripts for both incoming and graduated students.
Incoming Students
- Determine need for transcripts of incoming students (high school/college)
- Request or work with student prospects to acquire transcripts
- Research and evaluate degree granting institutions for legitimacy
- Conduct background checks when required
- Review entrance requirements
- Evaluate proof of identity
- Make preliminary determination for acceptance and forward to Dean
- Meet with students to resolve documentation issues
- Review consent-release forms
Graduated Students
- Maintain Southeastern College transcript records and graduate files
- Review student/graduate requests
- Clear requests with Bursar
Scheduling and Registration:
The Registrar oversees the process of academic scheduling for the campus. To accomplish this, the Registrar must:
- Build classes in the C2K system according to Campus Wheel (master scheduling document)
- Meet with students – determine scheduling issues and any accommodations
- Create general education and program schedules for individual students
- Review program wheels
- Assess student general education requirements
- Assess any student transfer credits
- Assess student status in program wheel
- Schedule re-entries
- Monitor and reconcile drops/withdrawals
- Distribute admit/drop slips to faculty
- Monitor international students (status) on monthly basis
Documentation:
The Registrar is responsible for maintaining student documentation. To accomplish this, the Registrar must:
- Ensure proper documentation
- Scanning documents into DRS
- Maintaining paper files
- Maintain and track all student files (signatures, documentation…)
Faculty/Student Progress Management:
The Registrar is responsible for updating and maintaining progress management. To accomplish this, the Registrar must:
- Prepare and print rosters daily and distribute to faculty
- Distribute change of status notifications to Faculty
- Collect and input attendance daily into C2K system (or twice daily depending on campus size)
- Student course/faculty evaluations: build, proctor, and input course evaluation surveys
- Input pre-post test scores for each course
- Input final course grades and grade changes
- Post final grades
- Review serious student concerns/complaints
On-line Liaison (For Certain Campuses):
Sometimes students attending a local Southeastern College campus will either opt for partial or full change of status to on-line campus. In these cases, the student will typically remain a student of the particular campus and thus the Registrar will act as a liaison between the student and the Southeastern College on-line campus. To accomplish this, the Registrar must:
- Conduct in-person orientations for on-line students
- Work with the Southeastern College On-line Campus Registrar
PHYSICAL DEMANDS:
The physical demands are those required in a typical professional office setting: communicating with coworkers and getting to and from appropriate on and off-campus appointments.
WORK ENVIRONMENT:
Professional office setting: moderate noise levels; controlled indoor climate.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
LOCATION:
This position is an onsite position located at your campus unless otherwise determined by the Executive Director and/or designee. Any changes must be reviewed by the Campus President and all final approvals must come from the Executive Director and/or designee.
Job Specification Registrar
Job Specification Registrar
Knowledge, Skills, and Experience
The Registrar is responsible for evaluating transcripts/admissions documentation, maintaining student records, and creating student course/program schedules. This includes working closely with the Dean to ensure Faculty and staff from other departments work together to ensure that the proper information flows to the Registrar.
Below is an inclusive but not exhaustive list of various knowledge, skills, and other characteristics that are necessary for effective performance in the Registrar position.
-Knowledge:
- Academic administration
- Curriculum scheduling
- Business planning
- Student affairs
-Skills:
- Time management – preparing and scheduling students, reconciling scheduling conflicts, and making the appropriate accommodations
- Goal setting – setting reasonable, yet high targets, and creating a plan for attaining those targets
- Planning – organizing and prioritizing the needs and goals of several programs and departments
-Experience: Experience in an academic environment and particularly in a career college environment is of particular importance. Work experience in the following areas is highly valued:
- Academic administration (college/university level)
- Career college administration (admissions, academics, or registrar)
- Professional/executive education (administration)
Education, Experience, and Training:
At Southeastern College, the Registrar oversees a key administrative process that central to ensuring a quality education for all students. All Registrars should, at a minimum, have a Associate’s degree but an Bachelor’s degree is preferred.
For consideration, only online applications will be accepted. For further information, you may contact your local campus. Campus contact information listed on our website at www.sec.edu
Thank you for your interest in our school system. Our schools prohibit discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, genetic information, veteran status, or any other status protected by applicable law to the extent prohibited by law.
For consideration, only online applications will be accepted. For further information, you may contact your local campus. Campus contact information listed on our website at www.sec.edu
Thank you for your interest in our school system. Our schools prohibit discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, genetic information, veteran status, or any other status protected by applicable law to the extent prohibited by law.
