Director, Student Records/Registrar

Registrar

The Registrar is responsible for the leadership, integrity, maintenance, and compliance of all College academic records, systems, and related processes for Curriculum, Continuing Education, and Adult Basic Skills programs. This position ensures accurate development, management, and auditing of student and course records in accordance with applicable laws, College policies, North Carolina Community College System requirements, and established guidelines. Responsibilities include maintaining academic records, collecting and processing grades, evaluating transfer credit, reviewing and certifying degree requirements and graduation eligibility, supporting registration and enrollment processes, and assisting students, faculty, and staff with the College's information systems. The Registrar also plays a critical role in ensuring accurate reporting and timely submission of Curriculum and Continuing Education data to the North Carolina Community College System, as well as responding to additional requests received from internal and external partners or agencies of the College.

Essential Duties

• Maintains security of the College Seal.
• Organizes and administers the records, registration, and graduation functions in order to provide efficient and excellent service to students, college staff, and faculty.
• Evaluates transcripts for students who have earned credits from other post-secondary institutions and notifies students and program advisors of credits transferred in.
• Responds to inquiries made by current students, former students, visitors, agencies, and other stakeholders regarding transcripts, grades, registration, attendance, and related student record matters.
• Ensures student records and related documents are reviewed for completeness, accuracy, compliance, proper coding, and resolution of discrepancies for enrollment and state reporting.
• Help ensure that the Ellucian Colleague system is kept updated for registration, advising, degree audit, student records, and related functions for students, faculty, and staff including updating programs of study in the Degree Audit System each catalog year.
• Validates the accuracy of student data within the student information system and assists with testing student information system updates and upgrades.
• Develops and maintains data queries as needed to extract information from the Ellucian Colleague system and assists in collecting, analyzing, and reporting information as needed.
• Participates in the registration process each semester and coordinate registration data entry.
• Coordinates the processing of course adds, drops, withdrawals, grades, and transcript requests and tuition refunds.
• Coordinates, monitors, and accurately reports college enrollment statistics and Full-Time Equivalent (FTE) data for Curriculum and Continuing Education in compliance with NCCCS rules and guidelines, including submission of the Institutional Class and Registration (ICR) report as applicable.
• Conducts compliance reviews of student audit files to ensure regulatory adherence and accurate documentation.
• Assists with ongoing training needs and provides training to students, faculty, and staff on accessing and effectively using Ellucian Colleague, Self-Service, and related information systems.
• Attends meetings, conferences, and workshops to remain current on issues relating to registration, procedures, reporting requirements, and student records; attends meetings and serve on college committees.

Additional Duties

• Monitoring of FERPA compliance with student records
• Coordinates the reporting of college honor list and student satisfactory progress information each term.
• Coordinates the evaluation and certification of all graduation applications, oversee the printing of diplomas, and provide support to the graduation process and ceremony.
• Provides input to the Dean, Enrollment Services and VP, Student Development on policy and procedures pertaining to the Records area.
• Provides other duties deemed necessary for the efficient operation of Student Development functions.
• Other duties as needed.

Supervisory Responsibilities

Supervises daily assigned professional and clerical employees.

Minimum Qualifications

Education and Experience:

Completion of a Bachelor's degree.

Two (2) years of experience in the student development area of a postsecondary institution.

Master's degree preferred.

Licenses and Certificates:

Specialized Training :

Knowledge, Skills, and Abilities

• Knowledge of the Ellucian Colleague computer system.
• Knowledge of the student development area of a postsecondary institution.
• Knowledge of Microsoft Office
• Knowledge of applicable state/federal regulations and procedures and policies of the College.
• Skilled in accessing information from, and effectively utilize the Ellucian Colleague system.
• Ability to effectively utilize the college document imaging system.
• Ability to manage and safeguard the accuracy and confidentiality of student information.
• Ability to adhere to all department operations, services, practices, and policies.
• Ability to effectively execute general office procedures and protocols.
• Ability to communicate effectively orally and in writing.
• Ability to be detailed oriented and organized.

Physical Demands

This job requires continuously talking or hearing, frequently standing, frequently walking, frequently reaching with hands and arms, frequently gripping, or feeling with hands, typing/repetitive movement, occasionally climbing or balancing, occasionally stooping, kneeling, crouching, or crawling, occasionally sitting.

Working Conditions

While performing the duties of this job, the employee may be exposed to indoor environment, outdoor environment, noise, moisture and/or humidity.