Assistant Registrar-Graduates&Transfers

PRINCIPIA COLLEGE Position Description

Elsah, Illinois

Title: Assistant Registrar – Graduates and Transfers

Organizational Relationships: Reports to the Registrar; works as a team member with the Registrar’s Office staff; works closely with faculty, administrative staff, and students

Summary: Manages graduation process from application through commencement, including degree audits; prepares for three graduations and one commencement ceremony per academic year; evaluates transfer credit for current and transfer students and works on transfer planning with prospective students; manages and coordinates processes for Extended Study, Residency, Credit by Exam, First Year Experience, diploma hold and release; works extensively with the integrated student database to maintain records accurately and improve office procedures for handling data; provides data and reports to various offices. Under the supervision of the Registrar. Full- time, 12-month position.

Work performed – Essential Duties:

• Manages graduation and degree fulfillment process from application through commencement
  • Meets with every Junior, creates graduation application for approval
  • Maintains 5 graduation master plans and updates as needed
  • Coordinates with advisors and students throughout each term
  • Monitors registration of prospective graduates each term and alerts student and advisor when off track
• Documents approved major, minor and required course changes
• Informs Registrar of potential graduation issues
• Prepares for three graduations and one commencement per academic year
  • Documents graduation and degree requirements
  • Manages commencement program
  • Manages commencement script
  • Calculates honors and highest honors, PAE and Buckwalter awards
  • Orders diplomas and covers
  • Works with appropriate departments and outside vendors to prepare for May commencement ceremony
• Evaluates transfer credit for current and transfer students according to institutional and academic department transfer policies.
  • US and International transcripts
  • Engineering major transcripts
  • AP and IB reports, CLEP
  • Confirms full time attendance at other institutions to meet NCAA requirements
• Works on transfer planning with
  • Enrolled students who wish to attend other institutions
  • Prospective students
  • Returning students
• Processes Extended Study petitions
• Processes Residency petitions
• Processes Credit by Exam grades
• Processes First Year Experience decisions
• Processes LADR petitions to Curriculum Committee
• Processes Language Certificates
• Manages diploma hold and release process
• Follows and updates EVAL procedures
• Contributes EVAL statistics to AAP and AAR
• Develops and maintains expertise for data entry and maintenance of the Banner Student system particular to all student records and end-user functions
• Develops and maintains procedural documentation for business processes, interfaces, and reports, particular to the Student system.
• Participates in continued upgrades and implementation of office software and technology
• Shares responsibility for maintaining data integrity of student data
• Shares responsibility with other staff members for coverage of telephone and walk-in traffic and assisting faculty and students with online registration and degree evaluation processes
• Provides training for Registrar’s office staff as delegated by the Registrar
• Supports faculty and academic advisors in use of Banner
• Shares responsibility with other staff members for conducting research in office records as assigned
• Works closely with other areas as they interconnect
• Cross-trains to support functions of other office staff members
• Supports Principia’s character education program

Minimum Qualifications:

• Active (or pending) membership in the First Church of Christ, Scientist and/or in a Journal-listed branch church or society of the First Church of Christ, Scientist
• Christian Science class instruction preferred, but not required

• Bachelor’s degree
• Strong verbal and written communication skills
• Strong analytical thinking skills
• Demonstrated ability to work effectively as a member of a closely integrated team
• Computer proficiency and strong working knowledge of MS Word and Excel; MS Access and PowerPoint a plus
• Awareness of operating systems, networking concepts, and relational database structure
• Demonstrated ability to learn new technologies and software quickly
• Demonstrated ability and desire to work with a minute level of detail
• Demonstrated accuracy, efficiency, initiative, and follow-through
• Ability to maintain confidentiality and handle sensitive situations with grace and discretion
• Love of students and desire to work within an academic framework
• Comfort working in a fast-paced office with intensely busy periods and interruptions

• The statements herein are intended to describe the general nature and level of work being performed, but are not to be seen as a complete list of responsibilities and are subject to change at the discretion of the employer. Additionally, they do not establish a contract for employment.

Classification according to FLSA standards: Non-Exempt