Assistant Registrar

ASSISTANT REGISTRAR

Malcolm X College is seeking an Assistant Registrar to join the Student Services Team. The Office of the Registrar monitors enrollment, maintains student records, and collaborates with faculty, administration, and staff on academic matters, preserving academic integrity and confidentiality.

PRIMARY OBJECTIVE

Reporting to the Registrar, the Assistant Registrar collaborates to manage student records, review business processes, and oversee operations to ensure confidentiality, integrity, and consistency of student academic records. As second‑in‑charge, the Assistant Registrar supervises staff, manages transcript evaluation, provides credentials evaluation to support admission and enrollment, and establishes a customer‑centric service approach.

ESSENTIAL DUTIES

Assist in managing day‑to‑day operations and supervising student records management functions, including maintenance on the CS9 student information system. Act as the college’s administrator and trainer for the Transfer Evaluation System (TES) and associated policies. Review business processes and recommend improvements to maintain the integrity and confidentiality of student records. Ensure the Office runs smoothly, staff deliver superior customer service for enrollment inquiries, transcript issuance, and credit reinstatement, including prior learning credit and credit by exam. Monitor the Office’s email address, assign inquiries to staff, and ensure a solutions‑based approach to resolution. Troubleshoot and resolve student record disputes and approve changes to records as needed. Manage transfer credit evaluation processes, working with staff, advisors, and faculty to articulate other‑institution courses onto student records. Review all transfer credit and credit evaluation reports for accuracy and completeness. Supervise staff using TES to evaluate transcripts from other institutions and identify transferable credits. Collaborate with Deans, Department Chairs, and the Transcript Evaluation Specialist to analyze course descriptions and syllabi for equivalencies; update the TES database. Update CS9 to reflect transfer credit on student records. Assist the Transcript Evaluation Specialist in responding to and resolving appeals. Organize and facilitate weekly staff meetings, provide job aids, and coordinate guest speakers for training and development. Assist the Registrar in overseeing grade submission and roster certification, ensuring faculty certification deadlines and final grades. Help department staff resolve registration, enrollment, and student records issues for accurate reporting. Participate in the degree conferral process, identify eligible students, and complete degree audit and academic review for awarding degrees. Monitor the processing of certificate conferrals by the District Office. Serve on commencement committees, monitor eligibility, process regalia orders, and distribute regalia packets. Attend campus and district meetings and participate on committees as needed.

QUALIFICATIONS

Bachelor’s degree from an accredited college or university; Master’s degree preferred. Three years of experience in student services within a college setting, preferably in enrollment, admissions, registration, or records. Supervisory experience in student affairs or related field preferred. Equivalent combination of education and experience may be considered. Knowledge of the CS9 student information system. Knowledge of the TES – Transcript Evaluation System. Excellent organizational, administrative, analytical, problem‑solving, interpersonal, and communication skills. Ability to work within a culturally diverse environment and exercise tact and diplomacy in sensitive situations. Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams). Salary Range: $70,251 – 75,000. Offered salary will be determined by education, knowledge, skills, abilities, and internal equity factors. Benefits information is available at Malcolm X College is a Promising Places to Work in Community Colleges award recipient, recognized for best‑in‑class student and staff recruitment and retention practices, inclusive learning environments, and meaningful community service. 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! #J-18808-Ljbffr The Chronicle Of Higher Education, Inc.