Assistant Registrar, full-time

Overview MALCOLM X COLLEGE is seeking an Assistant Registrar to join the Student Services Team. Since 1911, City Colleges of Chicago has been connecting students from across Chicago’s neighborhoods to economic opportunity. City Colleges of Chicago is the city’s most accessible higher education engine of socioeconomic mobility and racial equity—empowering its students to take part in building a stronger and more just city. As Illinois’ largest community college system, City Colleges is comprised of seven colleges and five satellite sites across Chicago.

The Office of the Registrar monitors the enrollment of students, maintains student records, and works with faculty, administration, and staff on academic matters. The Registrar’s Office 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.

Services provided by the Office of the Registrar include: transcript requests; transfer credit evaluations; enrollment and registration inquiries; faculty certification/grades; degree audit and conferral; graduation and commencement services.

The mission of Malcolm X College is to provide accessible liberal arts and health-focused education that fosters personal and professional achievement. To fulfill this mission, we focus on the following core values: accountability, community, diversity, empowerment, learning, and respect.

Primary Objective Reporting to the Registrar, the Assistant Registrar works collaboratively with the Registrar in directing the management of student records, reviewing business processes, and overseeing work operations to ensure the confidentiality, academic integrity, and consistency of student academic records.

As second-in-charge, the Assistant Registrar supervises staff in the Office of the Registrar; manages the transcript evaluation process; and establishes a customer-centric service approach focused on delivering high-quality, policy-based services to students, staff, and faculty. Assists in managing day to day operations and providing oversight to student records management functions including maintenance of students records on CS9 student information system.

Serves as the college’s administrator and trainer for the Transfer Evaluation System (TES), and associated policies and processes.

Accountable for ensuring Office runs smoothly and staff continues to provide superior customer service in responding to enrollment and registration inquiries, issuing student transcripts, and processing class reinstatements and prior learning credit (military, foreign) and credit by exam.

Monitors the Office’s email address, assigning received inquiries to staff for research and processing, and ensuring a solutions-based approach in resolving and responding to inquiries.

Manages transfer credit evaluation processes, working with staff, advisors, and faculty to ensure courses from other institutions are consistently and accurately articulated onto student records.

ensures TES database is updated with new transfer equivalencies.

Monitors the updating of student records on CS9 to establish transfer credit on student academic records.

Assists Transcript Evaluation Specialist in responding to and resolving transcript evaluation appeals.

provide job aids and coordinate guest speakers from other college departments as part of training and development.

Works with Registrar in overseeing the grade submission and roster certification process, working with faculty and the Office of Instruction to ensure faculty certification deadlines are met and final grades are submitted.

Assists college departments with resolving issues surrounding registration, enrollment, and student records to ensure the accurate reporting and processing of student enrollment data.

Participates in degree conferral process, identifying students eligible for degree conferral and completing degree audit and academic review for awarding of degree.

Monitors the processing of certificate conferrals by the District Office.

Serves on Commencement Committees at the district and college level; Assists in monitoring faculty commencement participation; orders faculty and administrator regalia; Bachelor’s degree from an accredited college or university. Three years of work experience in student services within a college setting, preferably in enrollment related services and operations; registration or records

Supervisory experience in student affairs/student services or related field preferred

An equivalent combination of education and experience may be considered based on management’s discretion

Knowledge and understanding of student information system (i.e. Excellent organizational and administrative skills

Proficiency in the use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams)

Offered salary will be determined by the applicant\'s education, knowledge, skills and abilities, as well as other factors such as internal equity.

Malcolm X College has been recognized as a Promising Places to Work in Community Colleges award winner! The award is given by the National Institute for Staff and Organizational Development (NISOD), a membership organization committed to promoting and celebrating excellence in teaching and leadership at community and technical colleges, and Diverse: Issues in Higher Education, a leading academic publication.

MXC was recognized for its best-in-class student and staff recruitment and retention practices, inclusive learning and working environments, and meaningful community service and engagement opportunities.

Chicago residency is required for all full-time employees within 6 months of hire.

Thank you for your interest in City Colleges of Chicago!

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