Assistant Registrar
Colby College
Waterville, ME
Full-time
Education
Posted on November 15, 2022
Full-Time, Exempt, Salaried, Administrative Staff Appointment
The Office of the Registrar at Colby College is seeking an assistant registrar. The primary focus of this position will be to provide operational and technical support to the Office of the Registrar. The assistant registrar will help ensure data integrity and facilitate data sharing with other partners on campus. Additional responsibilities will include assisting the registrar with testing and maintenance of our current registration systems, fulfilling reporting requests as assigned by the registrar, and reviewing records to ensure data accuracy and the integrity of the College's student information system. This position will also contribute to on-going planning for and development of a new student information system. Reporting directly to the registrar, this position will also be cross-trained to provide broad assistance in the office. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Duties require interactions with faculty, students, and staff. The primary offices that the position will interact with are the Office of the Registrar, Office of the Provost, Dean of Students Division, Information Technology Services, and Office of Institutional Research.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Position requires periodic evening and weekend hours.
CONDITIONS OF EMPLOYMENT:
Successful and satisfactory completion of a background check (including a criminal records check). All students, faculty, and staff who are present on campus must be vaccinated and boostered against COVID-19, unless granted an exemption or accommodation by the College.
TO APPLY:
Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:
Assistant Registrar - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855
The Office of the Registrar at Colby College is seeking an assistant registrar. The primary focus of this position will be to provide operational and technical support to the Office of the Registrar. The assistant registrar will help ensure data integrity and facilitate data sharing with other partners on campus. Additional responsibilities will include assisting the registrar with testing and maintenance of our current registration systems, fulfilling reporting requests as assigned by the registrar, and reviewing records to ensure data accuracy and the integrity of the College's student information system. This position will also contribute to on-going planning for and development of a new student information system. Reporting directly to the registrar, this position will also be cross-trained to provide broad assistance in the office. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Input system data, including curriculum building, room scheduling, degree audit requirements, catalog maintenance, student demographic data, student registrations, student records, and prior credit
- Use various reporting languages, system tools, and applications to create reports and data sets, maintain the database, and improve the office's presence on the College website
- Assist with course catalogue and curriculum preparation, including classroom assignments
- With the registrar, create and maintain a student facing degree audit system to align with departmental requirements
- Assist the registrar with term-specific system updates and testing of new or modified system services
- Fulfill data requests from other offices on campus, including working with stakeholders to determine needs, extracting data from the system, and ensuring data accuracy
- Process student inquiries, applications, and registration in information systems
- Maintain student files and ensure confidentiality of information and prepare appropriate progress reports according to FERPA guidelines
- Ensure compliance to all national and state standards, organization policies, and assist to develop and implement effective strategies within the office
- Coordinate with other departments to prepare update and provide access to university systems and evaluate all graduation process and lists.
- Maintain student web interfaces for student-facing portal
- Serve as liaison between the Office of the Registrar and departments on campus including Offices of Institutional Research, Information Technology Services, Dean of Students, and Student Financial Services
- Track major/minor requirements and coordinate with academic departments
- Assist with the evaluation of transfer credits, including study abroad transfer courses
- Ensure data standards and validity
- Participate in configuration, testing, and implementation of registration systems
- Identify opportunities to increase efficiency and accuracy of process and implement in collaboration with the registrar
- Track, anticipate, and prepare for upcoming deadlines and events
- Actively participate on departmental and College committees as assigned
- Stay informed of current state and federal regulations regarding student records
- Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
- Bachelor's degree or the equivalent in education and experience
- 3-5 years of experience in records administration, or higher education preferred
- Proven experience with various data systems and reporting tools
- Strong analytic and communication skills, to explain processes to technical and non-technical users
- Organizational and time management skills are essential, as is the ability to work effectively both as part of a team and independently
- Professional conduct and appropriate handling of confidential information is required
- Strong analytical and problem-solving skill; change management experience preferred
- Attention to detail and accuracy are critical
- Talent to manage multiple projects and priorities while working within deadlines to achieve ambitious goals
- Experience with standard Office and Google suite tools
- Preferred experience with Jenzabar CX, Workday, Stellic, or SQL, but not required
- Willingness and flexibility to assist in the development of new business processes
Duties require interactions with faculty, students, and staff. The primary offices that the position will interact with are the Office of the Registrar, Office of the Provost, Dean of Students Division, Information Technology Services, and Office of Institutional Research.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Position requires periodic evening and weekend hours.
CONDITIONS OF EMPLOYMENT:
Successful and satisfactory completion of a background check (including a criminal records check). All students, faculty, and staff who are present on campus must be vaccinated and boostered against COVID-19, unless granted an exemption or accommodation by the College.
TO APPLY:
Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:
Assistant Registrar - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855