Registrar Support Asst I

REGISTRAR SUPPORT ASSISTANT I

WILBUR WRIGHT COLLEGE

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 60,000 students annually at seven colleges and five satellite sites.

The Office of the Registrar 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).

PRIMARY OBJECTIVE

Reporting to the Registrar or Assistant Registrar, a Registrar Support Assistant I performs a broad range of clerical and student-facing duties to support the operations of the Registrar Office to include: assisting and providing information to students, prospective students, faculty, and staff; processing requests for documents and student personal data changes; producing enrollment and degree certifications from academic records; updating student records; and maintaining enrollment and grade rosters/enrollment certification records. Performs related duties as required.

ESSENTIAL DUTIES

• Responds to inquiries received via emails, phone, Zoom, or counter visits, verbally or in writing.

• Responds to students' requests regarding access to and release of student academic and educational information.

• Assists students arriving at the service counter. Identifies needs; explains procedures for requesting documents; assists with use of Qnomy, student portal, and completing forms; and directs them to appropriate departments and personnel for other requested services.

• Processes students’ personal data change requests, reviewing required documents for completeness and utilizing CS9 student information system to add and update demographic data onto their student records (name and address changes, social security numbers).

• Responds to degree/enrollment/education verification requests received from students and third parties including employers and other external agencies; verifies required disclosure consent and provides information based on established procedure.

• Downloads transcripts from National Clearinghouse and Parchment platforms; processes and completes requests for transcripts; downloads and stores documents onto CS9 and SharePoint.

• Monitors the on-line submission of attendance and grade rosters; generates copies of late rosters and sends to Instructors informing them of missed deadlines and requesting submission.

• Data enters late submissions onto student records in CS9, including midterm and final grades, no show withdrawals (NSW), and administrative withdrawal (ADW).

• Processes grade changes, reinstatement requests, and course directives to update student records.

• Posts standardized test scores onto CS9 student records received from various sources, including CLEP (placement testing), AP (College Board), and IB (International Baccalaureate Organization).

• Posts approved transfer credit evaluations onto student records. Uses CS9 to enter, merge, and upload data onto student records; verifies data from TES system matches data in CS9 records.

• Processes high school transcripts for enrolled students, entering data from transcripts onto CS9. Scans and downloads transcripts to SharePoint.

• Searches paper and electronic files including legacy systems (i.e. SPAS, CASTS) to locate, verify, and correct student records, complete degree audits, or respond to student inquiries.

• Works to resolve and correct issues with student records such as duplicate I.D.’s, multiple student accounts, students’ reporting degrees not posted, or errors in courses taken on their records.

• Maintains hard copy records, filing documents received by Registrar’s Office including program plans, registration cards, and transcripts. Creates student folders and labels.

• Scans documents to create digital files for on-line digital storage (i.e. TAB system)

• Quick enrolls students in special programs or classes such as one-week bootcamp courses as directed, entering data from registration card into CS9. Processes reinstated students.

• Assists with commencement and graduation ceremonies as requested such as organizing and distributing cap and gown packets.

• Prepares purchase requisitions for supplies and performs related clerical office duties.

• Adheres to FERPA rules as the pertain to release of information on student records.

QUALIFICATIONS

• High School diploma or equivalent (such as HiSET or GED). 

• One year of clerical, customer service, and/or data entry experience, preferably in a Records or

Registrar’s department within an institution of higher education 

• Equivalent combination of education, training and experience may be taken into consideration 

The following generally describes, and is not inclusive of all, the Knowledge, Skills, and Abilities required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties

• Knowledge of operations and services provided by the Office of the Registrar 

• Knowledge and ability to use and navigate PS CS9, Parchment, and related databases and systems used in the Office of the Registrar 

• Excellent customer service skills  

• Excellent verbal and written communication skills 

• Good organizational and time management skills with emphasis on accuracy and attention to detail

• Ability to work in a culturally diverse environment 

• Ability to maintain confidentiality of student records 

• Proficiency in using Microsoft Office 365 (Word, Excel, Outlook)

SPECIAL REQUIREMENTS

•  Ability to work in a fast-paced, student-facing environment.

•  Ability to sit or stand for extended periods while performing clerical and customer service functions.

•  Ability and willingness to work occasional evenings and weekends as needed.

•  Ability to handle confidential information with discretion and professionalism.

WORK SCHEDULE (tentative)

Monday - Wednesday: 9:00 a.m. - 5:00 p.m.

Thursday: 10:00 a.m. - 6:00 p.m.

Friday: 9:00 a.m. - 4:30 p.m.

SALARY AND BENEFITS:

• Salary Range:  $48,389.15 - $50,808.61

• Offered salary will be determined by the respective collective bargaining agreement and applicant's education, experience, knowledge, skills and abilities.

• Benefits information is found at https://www.ccc.edu/departments/Benefits/

This position is represented by Local 1708 Union.

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!