Registrar Support Asst I

Registrar Support Assistant I Richard J. Daley College

PRIMARY OBJECTIVE

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

ESSENTIAL DUTIES

Responds to inquiries received via emails, phone, Zoom, orcounter visits, verbally or in writing. Responds to students' requests regarding access to and release ofstudent academic and educational information. Assists students arriving at the service counter. Identifiesneeds; explains procedures for requesting documents; assists withuse of Qnomy, student portal, and completing forms; and directsthem to appropriate departments and personnel for other requestedservices. Processes students’ personal data change requests, reviewingrequired documents for completeness and utilizing CS9 studentinformation system to add and update demographic data onto theirstudent records (name and address changes, social securitynumbers). Responds to degree/enrollment/education verification requestsreceived from students and third parties including employers andother external agencies; verifies required disclosure consent andprovides information based on established procedure. Downloads transcripts from National Clearinghouse and Parchmentplatforms; 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 informingthem of missed deadlines and requesting submission. Data enters late submissions onto student records in CS9,including midterm and final grades, no show withdrawals (NSW), andadministrative withdrawal (ADW). Processes grade changes, reinstatement requests, and coursedirectives to update student records. Posts standardized test scores onto CS9 student records receivedfrom various sources, including CLEP (placement testing), AP(College Board), and IB (International BaccalaureateOrganization). 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, enteringdata 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 asduplicate I.D.’s, multiple student accounts, students’ reportingdegrees not posted, or errors in courses taken on theirrecords. Maintains hard copy records, filing documents received byRegistrar’s Office including program plans, registration cards, andtranscripts. Creates student folders and labels. Scans documents to create digital files for on-line digitalstorage (i.e. TAB system) Quick enrolls students in special programs or classes such asone-week bootcamp courses as directed, entering data fromregistration card into CS9. Processes reinstated students. Assists with commencement and graduation ceremonies as requestedsuch as organizing and distributing cap and gown packets. Prepares purchase requisitions for supplies and performs relatedclerical office duties. Adheres to FERPA rules as the pertain to release of informationon student records.

QUALIFICATIONS

High School diploma or equivalent (such as HiSET or GED). One year of clerical, customer service, and/or data entryexperience, preferably in a Records or Registrar’s departmentwithin an institution of higher education Equivalent combination of education, training and experience maybe taken into consideration This position is represented by the Local 1708 Union. The starting salary for this position is $48, 389.16. The offeredsalary will be determined by the respective collective bargainingagreement and applicant's education, experience, knowledge, skillsand abilities. Chicago residency is required for all full-time employees within6 months of hire. We are an equal opportunity and affirmative actionemployer. Thank you for your interest in City Colleges ofChicago. Approved by Compensation Design & Strategy Date: March 14,2025 The intent of this job description is to provide a generaldescription of the duties and responsibilities of this position. It is not intended to be an exhaustive set ofthe duties and responsibilities, nor all of the necessary qualifications to perform the work. (College Clerical Assistant II created September, 2010, basedon successor title: Clerk JC#0827; re-titled to Registrar Support Assistant I for use in Registrar's OfficeMarch 2025) TBD Additional Information Salary Range: $48,389.16 #J-18808-Ljbffr City Colleges of Chicago