Asst Registrar - Harold Washington College

ASSISTANT REGISTRAR

HAROLD WASHINGTON COLLEGE

CITY COLLEGES OF CHICAGO

The Office of the Registrar monitors the enrollment of students, maintains student records, and works with faculty, administration, and staff on academic matters. The Registrars Office preserves the academic integrity and confidentiality of student academic records, adhering to and enforcing the CCC academic and student policies and the Family Educational Rights and Privacy Act FERPA).      

Services provided by the Office of the Registrar include: transcript requests; transfer credit evaluations; enrollment and registration inquiries; degree and enrollment verification requests; student record updates; faculty certification/grades; prior learning assessments (PLA); degree audit and conferral; graduation and commencement services. 

PRIMARY OBJECTIVE

Reporting to the Registrar, the Assistant Registrar works collaboratively with the Registrar in directing the management of student records, reviewing business processes, and overseeing work operations to ensure the confidentiality, academic integrity, and consistency of student academic records

As second-in-charge, the Assistant Registrar supervises staff in the Office of the Registrar; manages the transcript evaluation process; provides credentials evaluation in support of the admission and enrollment process; and establishes a customer-centric service approach focused on delivering high-quality, policy-based services to students, staff, and faculty.  Performs related duties as required. 

ESSENTIAL DUTIES

• Assists in managing day to day operations and providing oversight to student records management functions including maintenance of students records on CS9 student information system.  
•  Serves as the colleges administrator and trainer for the Transfer Evaluation System (TES), and associated policies and processes. 
• Reviews business processes and makes recommendations for improvements to maintains and ensure the integrity and confidentiality of student records. 
• Accountable for ensuring Office runs smoothly and staff continues to provide superior customer service in responding to enrollment and registration inquiries, issuing student transcripts, and processing class reinstatements and prior learning credit (military, foreign) and credit by exam.
• Monitors the Offices email address, assigning received inquiries to staff for research and processing, and ensuring a solutions-based approach in resolving and responding to inquiries. 
• Troubleshoots problems and addresses and resolves student record disputes; approves changes to student records as needed. 
• Manages transfer credit evaluation processes, working with staff, advisors, and faculty to ensure courses from other institutions are consistently and accurately articulated onto student records.
• Reviews all transfer credit and credit evaluation reports prepared by staff for accuracy, completeness, and determination of equivalences.
• Supervises staff using Transfer Evaluation System (TES) in evaluation student transcripts from other institutions to identify whether course credits are transferable to CCC. 
• Works with Deans, Department Chairs, and Transcript Evaluation Specialist in analyzing course descriptions and syllabi from other institutions to determine transfer credit equivalencies; ensures TES database is updated with new transfer equivalencies. 
• Monitors the updating of student records on CS9 to establish transfer credit on student academic records. 
• Assists Transcript Evaluation Specialist in responding to and resolving transcript evaluation appeals.  
• Organizes and facilitate weekly staff meetings; provide job aids and coordinate guest speakers from other college departments as part of training and development. 
• Works with Registrar in overseeing the grade submission and roster certification process, working with faculty and the Office of Instruction to ensure faculty certification deadlines are met and final grades are submitted. 
• Assists college departments with resolving issues surrounding registration, enrollment, and student records to ensure the accurate reporting and processing of student enrollment data.
• Participates in degree conferral process, identifying students eligible for degree conferral and 

completing degree audit and academic review for awarding of degree. 

• Monitors the processing of certificate conferrals by the District Office. 
• Serves on Commencement Committees at the district and college level; monitors student eligibility for commencement; processes student regalia orders; distributes and collects regalia. 
• Assists in monitoring faculty commencement participation; orders faculty and administrator regalia; attends commencement ceremonies and distributes regalia packets and other miscellaneous items.
• Attends regular campus and district wide meetings and participates on committees as needed. 

REPORTING RELATIONSHIPS

Reports To                       Registrar

Direct Supervision          Transcript Evaluation Specialist, College Data Records Assistant, College Clerical Assistants 

QUALIFICATIONS

• Bachelors degree from an accredited college or university.  Masters degree preferred.
• Three years of work experience in student services within a college setting, preferably in enrollment related services and operations; admissions; registration or records 
• Supervisory experience in student affairs/student services or related field preferred 
• An equivalent combination of education and experience may be considered based on managements discretion
• Knowledge and understanding of student information system (i.e. CS9) to maintain student records 
• Knowledge and understanding of TES Transcript Evaluation System 
• Excellent organizational and administrative skills  
• Strong analytical and problem-solving skills 
• Ability to work within a culturally diverse environment 
• Ability to exercise tact and diplomacy in handling sensitive situations 
• Excellent interpersonal and communication skills  
• Proficiency in the use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams) 

City Colleges of Chicago’s vision is to be recognized as the city’s most accessible higher education engine of socioeconomic mobility and racial equity – empowering all Chicagoans to take part in building a stronger and more just city.  The community college system’s more than 3,500 faculty and staff serve more than 70,000 students annually at seven colleges and five satellite sites. 

WE OFFER: Excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.

We are an equal opportunity and affirmative action employer.

Chicago residency is required for all full-time employees within 6 months of hire.

Thank you for your interest in CCC!

Approved by Compensation Design & Strategy                               Date:  April 29, 2025

The intent of this job description is to provide a general description of the duties and responsibilities of this position.  It is not intended to be an exhaustive set of the duties and responsibilities, nor all of the necessary qualifications to perform the work.

(Original job description created December 2001; Original SUCCS Title Admissions and Records Officer; Job description revised February 2011. Revised December 2023. Qualifications updated February 2025. Grade change from NBF 09 to 11 approved April 2025)