Assistant Registrar

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Odessa College

Location: Odessa, Texas
Category: Admin-Registrars
Date Posted: November 6, 2024

Job Description

Working Title

Assistant Registrar

Position Status

Full Time

Department

Record Management

General Summary

The Assistant Registrar is responsible for the providing operational and technical support and training for operations within the Records Office. Working with the Registrar, this individual is expected to handle multiple responsibilities, solve complex problems and ensure that systems and processes meet service expectations and strategic goals for the department. In addition, this individual is responsible for assisting the Registrar in other key areas and acting as the Registrar in their absence. When required, this individual will act on all matters, including making decisions, handling appeals, attending meetings, interpreting and implementing policies, etc., during absence of the Registrar. This individual is responsible for maintaining the accuracy and integrity of the college catalog and of all student records.

Specific Position Duties

Provides direction on day to day operations for the Records Department, and consults with other areas of the college to ensure coordination of services and effective use of resources.
Assists with development training of faculty and staff on the use of student records.
Oversees the development, refinement and documentation of processes and procedures in the Records department.
Oversees the development of appropriate policies and procedures to ensure accurate and timely transfer student transcript evaluations and accurate data input of transcript information into colleague database for use by advisors.
Oversees and ensures accuracy of NJCAA reporting of eligible student athletes in compliance with all applicable NJCAA academic rules.
Develops, as necessary, and maintains appropriate standards for each functional area within the Records Department, including handling of student appeals, timely response to student transcript requests, timely data entry of transfer student transcript information and timely response to faculty requests for student information.
In cooperation with the Registrar, coordinates the collection and maintenance of data and statistics for planning and reporting purposes (internal, external and government).
Responsible for monitoring Federal Educational Rights and Privacy Act to ensure the college is in compliance with all federal policies related to confidentiality of student information.
Provides leadership and manages workload in the absence of the Registrar; Serves as the primary author of college catalog, working closely with Instruction and Student Services to publish accurate and timely information regarding practices, processes, and policy.
Plays lead role in coordinating and planning Winter and Spring commencement ceremonies.
Performs other duties as assigned.

Minimum Qualifications

Bachelors degree combined with three or more years of related experience; Effective interpersonal and team building skills; Excellent written and verbal communication skills; Evidence of initiative and proficiency in motivating self and others; Ability to manage workflow and meet deadlines; A personal philosophy of excellent customer service and ability to communicate that philosophy to others.

Preferred Qualifications

Masters degree; Proven experience leading and supervising staff.

Reporting Relationship

Bachelors degree

Posting Number

P00476P

Quick Link for Internal Postings

https://jobs.odessa.edu/postings/13085

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