ASSOCIATE REGISTRAR

Purpose/position code/classification/level/work relationships

• Support the integrity, accuracy, and effective administration of student academic records, registration, transcript evaluation, graduation certification, enrollment reporting, and related compliance processes. This position provides student-centered service, coordinates activities related to student enrollment and academic record processes, supports institutional reporting and statewide initiatives, and serves as a backup to the Director of Advising/Registrar in the day-to-day administration of the Advising & Registration Office. The position ensures timely, accurate, and consistent records, reporting, and enrollment services while collaborating with students, faculty, staff, and other institutional stakeholders.
• SAR27110
• Administration, I
• Exempt, non-bargaining unit
• Principal working relationships: Admission & Records, Student Development, Testing Center, Advising & Counseling, Athletic Department, Academic Services, Faculty, Staff, and Students
• Reports to: Director of Advising/Registrar
• Supervises Admissions & Records Specialist

Primary responsibilities

1. Maintain and ensure the accuracy and integrity of official student records, including grades, academic history, enrollment status, transfer credit, and degree information.
2. Coordinate and administer records, registration, and graduation functions, including transcript evaluation, degree certification, academic transcript processing, and related workflows to ensure accurate, timely, and effective service to students.
3. Evaluate incoming transcripts and determine appropriate transfer and other applicable credit, including coursework from other colleges and universities, military credit, proficiency examinations, and other non-course credit.
4. Review and verify the accuracy and completeness of student academic records and transcripts and resolve discrepancies as appropriate.
5. Lead the evaluation and certification of graduation applications, including degree audits, completion verification, degree/certificate certification, and diploma processing.
6. Manage required enrollment and degree reporting to the National Student Clearinghouse and NSLDS, maintain institutional information within applicable systems, and remain current on related regulatory, software, and processing changes, including Gainful Employment/GE and related requirements.
7. Manage institutional enrollment processes associated with Illinois Community Colleges Online (ILCCO).
8. Evaluate, monitor, and maintain the General Education Core Curriculum (GECC) to ensure compliance with institutional requirements and applicable accreditation and state standards.
9. Review student records for Illinois Community College Board (ICCB) General Education Core Curriculum (GECC) reporting and ensure accurate reporting and documentation.
10. Provide direct supervision to the Admissions & Records Specialist, including assigning and coordinating work, establishing priorities, providing training and guidance, monitoring performance, and supporting the effective operation of assigned student records and registration functions
11. Maintain documentation and records supporting general education requirements, degree completion, and applicable state and institutional reporting.
12. Coordinate communication with students and faculty regarding waitlist status, course availability, and related registration processes.
13. Develop and implement strategies to improve waitlist management and prepare reports and data for planning, assessment, and operational decision-making.
14. Monitor student academic records to identify students who may be eligible for graduation, reverse transfer, or other completion opportunities and coordinate appropriate outreach, resources, and referrals.
15. Coordinate reverse-transfer processes to identify and assist former students who have earned sufficient credits to complete a degree or certificate.
16. In coordination with the Athletic Department, coordinate student-athlete eligibility processes, including eligibility meetings, preparation and electronic submission of athletic eligibility rosters, and maintenance of eligibility documentation.
17. Collaborate with Institutional Effectiveness and other appropriate departments to assess the effectiveness of transfer initiatives, including evaluation of transfer agreements, transfer destination and success data, and dual-credit cohort outcomes.
18. In collaboration with program faculty and staff, coordinate limited-enrollment admission processes and ensure appropriate documentation and communication throughout the process.
19. Represent the Advising & Registration Office on institutional committees and working groups as assigned.
20. Serve as backup to the Director of Advising/Registrar and assume responsibility for the day-to-day operations of the Advising & Registration Office during the Director's absence, including coordinating workflow, addressing operational issues, and providing guidance and direction to staff as appropriate.
21. Perform other duties as assigned.

Assist with:

1. Providing operational coverage and support to the Admissions & Records Support Specialist and Student Development Support Specialist as needed.

2. Supporting catalog software maintenance and degree-audit programming/syntax.

3. Supporting the grade submission process, including monitoring missing grades and processing grade changes and incomplete grades.

4. The development, review, and implementation of office policies, procedures, and operational practices.

5. Planning and implementation of graduation ceremonies.

Risk-management and loss-prevention activities

1. Actively participate in and carry out activities in support of the college risk-management program in a capacity appropriate to this position.
2. Monitor conditions, events, and circumstances present in the college operation to avoid potential torts or injuries to students, staff, or the general public, and then communicate observations to the appropriate supervisor and/or Risk-Management Committee.
3. Maintain a working knowledge of the college's emergency procedures and how to operate emergency phone systems, including internal/external call boxes.

Minimum necessary education, skills and experience

1. Bachelor's degree required or related specialized training and two years' work experience in a skill relevant to job requirements.
2. Supervisory experience preferred.
3. Working knowledge of computer systems and PC Software-word processing and database management.
4. Knowledge of student records, registration, graduation, transfer credit, degree audit, and/or enrollment processes in a higher education environment preferred.
5. Ability to analyze student records and data, identify discrepancies, and make accurate determinations regarding academic requirements and degree completion.
6. Ability to work cooperatively with students, staff, faculty, administrators, and community members while demonstrating respect for diverse backgrounds and perspectives.
7. Excellent verbal and written communication skills.
8. Ability to organize and prioritize multiple responsibilities, meet deadlines, and work effectively under pressure.
9. A valid driver's license is required.
10. Spanish or French proficiency preferred.

Physical requirements to perform job functions

1. Basic dexterity skills (computer work, telephoning and other office equipment).
2. General physical effort required includes sitting, bending, reaching and some lifting (20 lbs. or less) and the ability to place a work order for anything over that limit.
3. Must have visual and hearing capabilities with/without correction.

Implemented: 07/12/2024

Updated: 06/202, 09/2026