Located 45 minutes from the Nations Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute with academic programs in over 100 disciplines. CSM is among Americas top 100 producers of Minority associate degrees in twenty categories, according to Diverse Issues in Higher Education.  CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break.  We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The hiring salary for this position will be from the min to mid-point of the salary range.

The Director supervises the day-to-day operations and staff of the Registrars Office. Primary duties include maintaining the Registrar email account, office budget, training of CSM staff in the Colleague and Lumens systems and managing the imaging of student records.  This position oversees the managing of student records, ensuring integrity of the data, upholding policy, and law, and completing a multitude of varying duties each day.  The Director must know how to perform all duties of the office, including being a subject matter expert and efficient in two separate registration systems; one for credit and another for continuing education; managing both registration platforms to ensure that student records are accurate.  The Director has daily interaction with various offices including admissions, financial assistance, advising, continuing education operations and program coordinators, DOL department chairs, faculty, and administrative assistants.  There is a high volume of paperwork, emails, phone calls, and constant contact with both internal and external customers.  This position requires extreme attention to detail, the ability to troubleshoot, problem solve, make knowledgeable decisions, and multi-tasks frequently and consistently.  The Director acts as the Registrar in their absence.

Reports to:  Registrar

50% Student Records Management

• Oversees departments credit and credit-free registrations, using two different registration systems, to include both online and mail-in registrations, transcript processing, enrollment verifications, and the Webreg email account.
• Responsible for the registrar email account. Processes class schedule change forms, creating sections and cancelling classes, and various special request from departments.
• Processes Academic clemency and Certification Verifications.
• Continuously monitors and changes, when necessary, data to all academic records to reflect name changes, re-activation, deans list, probation/dismissal status, repeats, and subsequently inputs this updated information into the Integrated Data System (IDS).
• Reviews weekly reports for registration overrides, incorrect academic levels, and registration dates.
• Using the Schedule Development Timeline, runs proofing query each semester to review and edit upcoming sections and works with the Registrar to auto populate section registration dates and activate the sections.
• Assists the Registrar with priority registration set up each semester.
• Assists with the class cancellation process at the beginning of each semester. 
• Monitors online activity daily for both the credit and continuing education registration systems.
• Daily monitoring LMC (Lumens middle cloud) for continuing education issues, including duplicate records, time conflicts, registration holds, etc. 
• Troubleshoot the issues within the LMC, working closely with the Bursars office and Continuing Education to resolve all issues.
• Duplicate record processing to include research, working with other departments for resolution, moving classes to appropriate record, and sealing the duplicate. 
• Responsible for batch processing of semester grade uploads via the LMS and verification in the IDS.
• Updates NA and final grade memo each semester, and forwards to all Dept Administrative Assistants and Dept Chairs.
• Coordinates the process of entering NA grades for students and dropping them from necessary classes.
• Coordinates Image Now (document imaging) daily operations, maintenance, modifications, and process improvements that directly impact daily workflow.
• Assists the Registrar and Completion Coordinator, with evaluation of all graduation applications to ensure that students have met the requirements for graduation.
• Trains CSM staff in the following modules: registration (Colleague and Lumens), and section entry. 
• Processes student clearing house degree or enrollment verification problems.
• Understands the file and field set up of the student system and using CROA, can write basic queries to extract data and reports needed to perform job responsibilities.
• Serves on the Student Appeals Committee and updates Colleague and Lumens with appeal decisions. Manually adjusts records for specially authorized refunds or removal of debts after refund deadlines. Coordinates with the Bursar's office to ensure process is completed.
• Daily contact with department chairs and office managers to discuss credit section entry and resolve data entry errors on sections, grade changes, class roster discrepancies, and verifications.
• Daily contact with students over the telephone and in-person in handling complex registration and record issues and problems such as grade discrepancies, drop for nonpayment, cancelled classes and late registrations. 
• Works closely with IMT with issues related to, system set up, IDS reports, registration, and sections.

• Maintains the staffing schedule in the Registrars Office, ensuring both office and phones are covered.
• Directly supervises three Student Records Specialists I and indirectly supervise one Student Records Specialist II
• Responsible for the hiring, orientation and training of all permanent staff, student assistants, work-studies and temporary registration assistants in office methods, procedures, operation of office equipment including the IDS. Assists in training new permanent staff regarding procedures, operation of office equipment, and the use of both Colleague and Lumens data systems.
• Assumes responsibility of the Registrars duties in her absence.
• Indirectly supervises other Registrar's office staff in the absence of the Registrar.
• Monitors the Registrars Office calendar to ensure timely and adequate preparation and execution of projects and events and reports are run when needed.
• Represents the Registrars Office on college committees as requested.
• Responsible for providing customer service and accurate information in the area of registration and records for students and internal staff.
• Other duties as assigned by the Registrar.

• Cost center manager for Registrars Office for all campus locations
• Orders supplies and materials for the department using approved vendors.

• Performs other related work as required.

Required Education and Experience:

• Bachelors degree required/masters degree preferred.
• Three to five years experience in student services in a collegiate setting

Knowledge, Skills, and Abilities: 

• Demonstrated ability to work effectively with students, peers, and community organizations.
• Experience with integrated data systems.
• Experience with student records and registration.
• Effective managerial, supervisory, and human relation skills.
• Excellent oral and writing skills.
• Outstanding problem-solving skills.
• Ability to develop and manage budgets.
• Ability to work with professional integrity and discretion.
• Experience in working with confidential information to ensure the confidentiality and security of all student records and follows appropriate security measures regarding confidential student information and processing requests for information from faculty, staff, administration, and students when appropriate.