Assistant Registrar
Posting DetailsPosition Summary Information Posting Number P1936 Job Title Assistant Registrar Students Only No Job Description Summary EXPECTATIONS AND NATURE OF THE POSITIONThe Assistant Registrar is responsible for assisting the Registrar in the planning and organization of the registration and records functions of the college.
This person helps to oversee registration for all credit coursework at all Western Wyoming Community College registration sites.
This person also oversees the development of the class schedule and classroom scheduling each semester, as well as assists with the development of the catalog each year.
The Assistant Registrar works closely with other key personnel in Mustang Central.
The Assistant Registrar will also work closely with other key individuals and offices around campus.
Some evening and weekend hours may be required.
The College expects this individual to accomplish assigned duties in an efficient, effective and competent manner and strive for improvement and excellence in all work performed.
Additionally, this individual must understand the comprehensive role of the community college and cooperate and work harmoniously with college personnel and the public.
This individual will follow all college policies, rules, regulations and guidelines as they relate to this position.
PRIMARY DUTIES AND RESPONSIBILITIES FOR WHICH THIS INDIVIDUAL IS ACCOUNTABLEoServes as backup to the Registrar and manages the Registration & Records Department in the Registrar's absence.
oDistributes information and answers inquiries from students, staff, and faculty in a professional and knowledgeable manner.
A high level of customer service ability is required.
oAssists in scheduling facilities for college courses, and assists with the design and production of the course schedules each semester through the use of the college's course scheduling software.
Provides regular reports on facilities use, as requested.
oMaintains familiarity with the Colleague student information system and necessary code, tools, and standards needed to fully utilize the system and assist in training others.
Remains current with Colleague products and issues.
Also maintains familiarity with the CROA system.
oIn collaboration with the Registrar, serves as a non-voting member of the Curriculum Committee.
Provides input into decisions being considered by the committee.
In conjunction with Student Learning, utilizes appropriate technology and best practices to streamline the curriculum management and approval process.
oOversees the midterm and final grading for all credit courses, including grade verification and student grade communication.
Tracks and follows-up on class rosters and grade verifications.
Sends correspondence to students not attending or not registered.
oManages course master files for Workforce Development and Green River Center Community Education; verifying room and facility reservations are requested and cancelled when appropriate.
Assists with training and follow-up with staff.
oProcesses and inputs course files and course changes as directed by school chairs:
verifying room and facility reservations are requested and cancelled when appropriate.
Assists with training and follow-up with staff.
oMaintains Registration & Records information on Western web page and campus portal using the most current software.
Makes changes and additions as necessary.
oServes as a contact or outreach sites regarding Registration & Records functions, with the assistance of the Outreach office, as needed.
oOversees process of building terms for upcoming semesters.
oOversees process of building and publishing the class schedule each semester for student, employee, and public use.
oActs as the Western liaison on statewide common course numbering initiative, helping with efforts to streamline the community colleges to best serve students in Wyoming.
oAssists the Registrar in catalog revision and production, assuring that deadlines are met, information is proofed and the annual catalog is available by designated deadlines.
oAssists Registrar in curriculum changes that are directly related to course changes and additions.
oAssists Registrar with projects, serves on appropriate committees and prepares appropriate documents and reports.
oAssists when needed with new student registration, welcome week, marketing, retention and other student success activities.
Other Duties1.
Maintains an inventory of all assigned equipment and supplies; takes prudent efforts to safeguard Western physical resources from unauthorized use.
2.
Operates within the professional confines of established Western policies and procedures.
3.
Participates in the College's on-going Assessment Program to develop a more effective, creative and efficient learning environment for all Western students, especially as they enter the institution.
4.
Maintains safe working conditions at all times.
5.
Keeps abreast of professional developments and best practices by attending conferences, seminars and completing continuing education classes.
6.
Participates in college-wide efforts.
7.
Performs other related duties as appropriate or required.
Minimum Qualifications MINIMUM QUALIFICATIONS (Knowledge, Abilities, Education and Experience)1.
Bachelor's degree in higher education, business, management, or other related discipline.
2.
Three to five years of progressively more responsible work experience in a college Registrar's office or comparable position.
Basic knowledge of good principles and practices in a college Registrar's office including confidentiality of student records and information.
3.
Extensive computer ability.
Must be able to maintain an administrative database, learn and train others are new software programs, create query reports and utilize software programs such as Word, Excel and the Colleague student information system.
4.
Ability to communicate effectively in verbal and written form.
Excellent interpersonal and collaborative skills.
Equivalency StatementFor those candidates who do not exactly meet all minimum qualifications, an equivalent combination of education and experience, which has provided comparable knowledge and abilities, may be accepted.
Preferred Qualifications PREFERRED ADDITIONAL QUALIFICATIONS (Knowledge, Abilities, Education and Experience)1.
CROA database experience.
2.
Experience with software systems related to a college Registrar's office including room scheduling, catalog publication, document imaging, and external data reporting tools.
3.
Knowledge of or experience in the comprehensive community college environment.
4.
Ability to effectively relate to students of diverse ages and backgrounds.
Open Date 08/29/2023 Close DateOpen Until Filled Yes Special Instructions to Applicants Recommended Skills Administration Communication Confidentiality Customer Service Databases Document Imaging Estimated Salary: $20 to $28 per hour based on qualifications.
This person helps to oversee registration for all credit coursework at all Western Wyoming Community College registration sites.
This person also oversees the development of the class schedule and classroom scheduling each semester, as well as assists with the development of the catalog each year.
The Assistant Registrar works closely with other key personnel in Mustang Central.
The Assistant Registrar will also work closely with other key individuals and offices around campus.
Some evening and weekend hours may be required.
The College expects this individual to accomplish assigned duties in an efficient, effective and competent manner and strive for improvement and excellence in all work performed.
Additionally, this individual must understand the comprehensive role of the community college and cooperate and work harmoniously with college personnel and the public.
This individual will follow all college policies, rules, regulations and guidelines as they relate to this position.
PRIMARY DUTIES AND RESPONSIBILITIES FOR WHICH THIS INDIVIDUAL IS ACCOUNTABLEoServes as backup to the Registrar and manages the Registration & Records Department in the Registrar's absence.
oDistributes information and answers inquiries from students, staff, and faculty in a professional and knowledgeable manner.
A high level of customer service ability is required.
oAssists in scheduling facilities for college courses, and assists with the design and production of the course schedules each semester through the use of the college's course scheduling software.
Provides regular reports on facilities use, as requested.
oMaintains familiarity with the Colleague student information system and necessary code, tools, and standards needed to fully utilize the system and assist in training others.
Remains current with Colleague products and issues.
Also maintains familiarity with the CROA system.
oIn collaboration with the Registrar, serves as a non-voting member of the Curriculum Committee.
Provides input into decisions being considered by the committee.
In conjunction with Student Learning, utilizes appropriate technology and best practices to streamline the curriculum management and approval process.
oOversees the midterm and final grading for all credit courses, including grade verification and student grade communication.
Tracks and follows-up on class rosters and grade verifications.
Sends correspondence to students not attending or not registered.
oManages course master files for Workforce Development and Green River Center Community Education; verifying room and facility reservations are requested and cancelled when appropriate.
Assists with training and follow-up with staff.
oProcesses and inputs course files and course changes as directed by school chairs:
verifying room and facility reservations are requested and cancelled when appropriate.
Assists with training and follow-up with staff.
oMaintains Registration & Records information on Western web page and campus portal using the most current software.
Makes changes and additions as necessary.
oServes as a contact or outreach sites regarding Registration & Records functions, with the assistance of the Outreach office, as needed.
oOversees process of building terms for upcoming semesters.
oOversees process of building and publishing the class schedule each semester for student, employee, and public use.
oActs as the Western liaison on statewide common course numbering initiative, helping with efforts to streamline the community colleges to best serve students in Wyoming.
oAssists the Registrar in catalog revision and production, assuring that deadlines are met, information is proofed and the annual catalog is available by designated deadlines.
oAssists Registrar in curriculum changes that are directly related to course changes and additions.
oAssists Registrar with projects, serves on appropriate committees and prepares appropriate documents and reports.
oAssists when needed with new student registration, welcome week, marketing, retention and other student success activities.
Other Duties1.
Maintains an inventory of all assigned equipment and supplies; takes prudent efforts to safeguard Western physical resources from unauthorized use.
2.
Operates within the professional confines of established Western policies and procedures.
3.
Participates in the College's on-going Assessment Program to develop a more effective, creative and efficient learning environment for all Western students, especially as they enter the institution.
4.
Maintains safe working conditions at all times.
5.
Keeps abreast of professional developments and best practices by attending conferences, seminars and completing continuing education classes.
6.
Participates in college-wide efforts.
7.
Performs other related duties as appropriate or required.
Minimum Qualifications MINIMUM QUALIFICATIONS (Knowledge, Abilities, Education and Experience)1.
Bachelor's degree in higher education, business, management, or other related discipline.
2.
Three to five years of progressively more responsible work experience in a college Registrar's office or comparable position.
Basic knowledge of good principles and practices in a college Registrar's office including confidentiality of student records and information.
3.
Extensive computer ability.
Must be able to maintain an administrative database, learn and train others are new software programs, create query reports and utilize software programs such as Word, Excel and the Colleague student information system.
4.
Ability to communicate effectively in verbal and written form.
Excellent interpersonal and collaborative skills.
Equivalency StatementFor those candidates who do not exactly meet all minimum qualifications, an equivalent combination of education and experience, which has provided comparable knowledge and abilities, may be accepted.
Preferred Qualifications PREFERRED ADDITIONAL QUALIFICATIONS (Knowledge, Abilities, Education and Experience)1.
CROA database experience.
2.
Experience with software systems related to a college Registrar's office including room scheduling, catalog publication, document imaging, and external data reporting tools.
3.
Knowledge of or experience in the comprehensive community college environment.
4.
Ability to effectively relate to students of diverse ages and backgrounds.
Open Date 08/29/2023 Close DateOpen Until Filled Yes Special Instructions to Applicants Recommended Skills Administration Communication Confidentiality Customer Service Databases Document Imaging Estimated Salary: $20 to $28 per hour based on qualifications.
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