Registrar

REGISTRAR

STUDENT SERVICES DEPARTMENT

MALCOLM X COLLEGE

The Office of the Registrar monitors the enrollment of students, maintains student records, and works with faculty, administration, and staff on academic matters.  The Registrar’s 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.

The mission of Malcolm X College is to provide accessible liberal arts and health-focused education that fosters personal and professional achievement. To fulfill this mission, we focus on the following core values: accountability, community, diversity, empowerment, learning, and respect.

Reporting to a Vice President, Dean or assigned administrator, the Registrar leads and directs the functions of the Office of the Registrar, responsible for providing comprehensive student records management, assuring the confidentiality, academic integrity, and consistency of records; supervises staff engaged in the provision of services, and the processing, review, and maintenance of student academic records.  

The Registrar enforces CCC academic and student policies and the Family Education Rights and Privacy Act (FERPA); actively engages and contributes to the college’s enrollment and registration activities; supports and monitors faculty roster and grade submission; manages the transcript evaluation process; and participates in continuous process improvement in support of the academic mission of the college. Performs related duties as required

ESSENTIAL DUTIES

• Provides administrative oversight of student records management functions in accordance with CCC policies and procedures, FERPA guidelines, and the American Association of Collegiate Registrars and Admissions Officers (AACRAO) best practices.
• Manages operations to ensure the provision of excellent customer service to students, staff, faculty, and outside constituents in a secure and safe environment.
• Interprets and explains CCC’s policies and procedures and FERPA requirements relating to the maintenance and release of student academic records and data to faculty, staff, students, and outside customers.
• Implements new and revised business processes to ensure the integrity and confidentiality of student records and the updating of student records with proper documentation into the Campus Solutions (CS9) student information system.
• Addresses and resolves student record disputes based on established policies, review of student records, degree audit, and other resources; approves changes to student records as needed. 
• Oversees staff engaged in responding to enrollment and registration inquiries and providing services to include issuance of student transcripts and related student information; processing class reinstatements; and processing prior learning credit (military, foreign) and credit by exam.  
• Monitors the transfer credit evaluation process, working with staff in evaluating transcripts received from approved accredited higher education institutions to determine transferability of each course.
• Reviews and analyzes data for state and federal reporting; oversees the accurate and timely reporting of student academic data, including to Clearinghouse; prepares enrollment and other related reports.
• Monitors and oversees 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. 
• Monitors and assists with college’s registration process each semester, ensuring the accurate reporting and processing of student enrollment data using the CS9 system. 
• Serves as the CS9 Security Officer for the college; approves access requests and submits to OIT; responds to security access inquiries; and participates in bi-annual security audit.
• Provides training and creates help guides for staff and faculty on processing student information in CS9 for actions relating to degree audit, faculty roster, and final grade submission.
• Participates in degree conferral process, identifying students eligible for degree conferral and completing degree audit and academic review for awarding of degree. Awards degrees to students.  
• Monitors the processing of certificate conferrals by the District Office.  Processes certificates that are awarded off-cycle as needed; orders and awards certificates to students.  
• Serves on Commencement Committees at the district and college level; monitors student eligibility for commencement; processes student regalia orders; and distributes and collects regalia. 
• Monitors faculty commencement participation; orders faculty and administrator regalia; attends commencement ceremonies and distributes regalia packets and other miscellaneous items.
• Prepares and recommends annual departmental budget to administration; approves and monitors office expenditures.
• Attends regular campus and district wide meeting and participates on committees as needed.
• Participates in providing onboarding training of CS Staff, Administration and Faculty including Student Center, online Grade Change Request.
• Works collaboratively with District Office, City College Registrars, and College Leadership on the development of initiatives, policies, and practices.
• May chair, co-Chair or acts as member of campus committees including HLC, Professional Development, Cultural, Completion Team, Faculty Development Dev Ed.
• Assist in planning campus events (GradFest)
• Performs other duties as required.

QUALIFICATIONS

• Bachelor’s degree from an accredited college or university required. Master’s 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/ services required
• Knowledges and understanding of student information system (i.e. CS9) to maintain student records
• Demonstrate strong leadership and management skills that will ensure exceptional student services and safeguard the integrity and security of all academic records
• 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, oral, and written communication skills
• Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint)

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

We are an equal opportunity and affirmative action employer.   

Thank you for your interest in City Colleges of Chicago! 

Malcolm X College is a Promising Places to Work in Community Colleges award winner! The award is given by the National Institute for Staff and Organizational Development (NISOD), a membership organization committed to promoting and celebrating excellence in teaching and leadership at community and technical colleges, and Diverse: Issues in Higher Education, a leading academic publication.   

MXC was recognized for its best-in-class student and staff recruitment and retention practices, inclusive learning and working environments, and meaningful community service and engagement opportunities. 

WE OFFER: Excellent health benefits at a low cost; Investment plans 403(b) & 457(b); SURS Retirement Plan; Generous vacation, holidays, personal and sick days; Tuition Reimbursement and Public Service Loan Forgiveness. For a more detailed overview of benefits please visit our benefits page.