Lead Registration Specialist

Description

GENERAL STATEMENT OF RESPONSIBILITIES:
Assists and works under the direction of the Registrar to supervise, analyze, plan, and implement the operations and administrative requirements of the Records & Registration Office; administers a comprehensive system for degree completion, manages transcript evaluation for incoming transfer students; and assists with registration and services provided by the department. Must also demonstrate supervisory ability, display technical skill with student information systems, and manage multiple projects in a fast-paced environment.

Examples of Duties

• ESSENTIAL FUNCTIONS:
• Standard Expectations:
• Supervision & Training:
• Provide leadership to staff members in processes affecting operational functions including registration, transcript requests, course scheduling, course grading, Veterans Services, graduation application, degree audit, and degree conferral.
• Maintain adequate levels of staffing and performance, making recommendations as appropriate.
• Develop and compile training resources and procedure manuals.

• Degree Completion and Awarding:
• Manage operational activities relating to awarding degrees/certificates and degree audit processes.
• Ensure the timely audit of graduation applications for completion of degree requirements.
• Collaborate with academic departments and student services staff to resolve issues related to degree completion and progress.
• Be able to discuss degree completion options and interpret core requirements for each major with transfer prospects and applicants.
• Print out Diplomas for commencement, print duplicates for students

• Transcript Evaluation:
• Determine if institutions are accredited; evaluate transfer transcript coursework for Arizona equivalencies.
• Be familiar with country equivalencies differences and accreditation of institutions.
• Provide preliminary transcript evaluations for students and agents when requested.
• Answers students’ questions as needed regarding their transcript.

• Assist with International/SEVIS Duties:
• Determine if student is from a country we can work with.
• Work with students to get all required documents filled out and turned in.
• Create student accounts in SEVIS
• Assist students in getting registered for classes.
• Back up for the PDSO

• Assist Veteran’s Certifying Official and Course Records Desk:
• Work with student to get all required documents filled out and turned in.
• Assist student in getting registered for classes.
• Certify in VA system
• Back up for the main VA Certifying Official
• Attend trainings
• Add classes, do rollovers as needed
• Updates from IC, AZ transfer catalog updates – that pertain to my area

• Student Information System:
• Maintain tables, permissions, update issues
• Add degrees and majors, degree audits, sub audits, petition updates
• Reports – SAP, Waitlists, division updates

• Contact with Department Chairs, Advisors, Peers:
• Maintain regular contact with Department Chairs concerning equivalencies, articulation agreements, student questions, preliminary transcript equivalencies, and petitions.
• Work with the Registrar and academic community to design efficient and effective transfer tools and products.
• Respond to our advisors and inquiries from other colleges concerning equivalencies.
• Establish transfer admission tracks for students while working with Recruitment.

• College Representative:
• Back-up to Registrar when representing the Records & Registration Office.
• Develop and implement best business practices that improve and maintain customer service and communications with all college constituents.
• Works with other college officials to develop and refine a state system of transcript evaluations and equivalencies.

Special projects as assigned.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Standard Competencies:

COMPETENCIES
DESCRIPTION
PROFICIENCY

Technology
Ability to proficiently use Microsoft Office Products (i.e. Word, Excel, Outlook, PowerPoint) Adobe Products (Docu-Sign/E Sign), Google Applications (Drive), Slack, Zoom, and various other Microsoft 365 programs.

Intermediate
Communication
Ability to communicate effectively with faculty, staff and the general public. Excellent intrapersonal skills.
Advanced

Diversity & Multi Culturalism
Ability to work in a diverse, multi-cultural environment.
Advanced

Flexibility & Adaptability
Ability to adapt to the demands of any given day/time.
Intermediate

Self-Awareness
Ability to reflect on self-performance and growth opportunities.
Basic

Continual Improvement
Ability to seek opportunities for professional growth.
Basic

Action Oriented

Ability to make decisions and take action.: Basic

Confidentiality
Ability to maintain confidentiality.
Advanced

Physical
Ability to perform the following physical requirements of the position with or without a reasonable accommodation: critical sensory requirements include general vision (corrected to 20/20), hear or listen in the normal range (corrected) and speak and give directions clearly.
Basic

Minimum Qualifications

• MINIMUM QUALIFICATIONS:
• Associate’s degree.
• Five years of experience working in an admission/registrar office in a post-secondary institution.
• Experience working with faculty/staff/students from post-secondary institutions.
• Knowledge of program or project planning and implementation.
• Experience developing and evaluating operational procedures.
• Interpreting state and federal regulations.
• Proficiency in Microsoft Office software.

Supplemental Information

• PREFERRED QUALIFICATIONS:
• Bachelor’s degree.
• Knowledge of student information software.

• BENEFITS:
• Based on College Procedure employees may be eligible for up to:
• Single Coverage Medical Insurance
• Optional Employee Pay Dental/Vision Insurance
• 4 Personal Days
• 12 Holiday Days
• 5 Days Spring Break Leave
• 15-20 Days of Annual Leave (Depending on Service Length)
• 18 Sick Days that can accrue up to 130 Days
• Professional Development Opportunities
• Arizona State Retirement System membership
• Life Insurance
• Long Term Disability Insurance