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Registrar Administrative Specialist I

Please see Special Instructions for more details.

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

Position Information

Position Information

Posting Number: STA20110563
Job Title: Registrar Administrative Specialist I
Working Title: Records and Information Coordinator
Position Class:
Department: CAS Registrar's Office
Job Summary:

Serves as primary point of contact for the CAS Registrar’s Office, appropriately triaging requests for service and information based on a wide breadth of general institutional knowledge and data analysis. Effectively manages competing priorities and adapts to quickly changing situations while maintaining a high degree of accuracy. Coordinates the hiring, training, and management of student workers.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers. http://www.lclark.edu/dept/hr/lccssa.html

Lewis & Clark College will conduct a background check on the finalist. Lewis & Clark College is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex or age. Questions regarding Title IX may be referred to the Title IX Coordinator or OCR.

Minimum Qualifications:

• Associate’s degree or two years of full-time college coursework and 3-4 years of related experience.
• Basic modern office knowledge, above average computer skills (MS Office suite, including intermediate Excel skills), and attention to detail and accuracy.
• Effective time management skills and ability to manage several projects at once with frequent interruptions.
• Excellent written, verbal and interpersonal communication skills. This position involves heavy student, parent and faculty contact.
• Discretion, personal integrity and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines.
• Good analytical skills and the ability to make sound judgments independently.

Preferred Qualifications:

• Bachelor’s degree and 2 years of related experience.
• Experience in a college Registrar’s Office; knowledge and experience with the implementation of academic records policies and procedures.
• Proficiency with integrated educational software system such as Colleague or Banner.
• Advanced Excel skills, experience with reporting and document imaging software.

Anticipated Position Start Date: 08/14/2017
Posting Date: 07/13/2017
Closing Date:
Open Until Filled Yes
FTE:

1.0

Weekly Hours 37.5
Months Worked Per Year: 12
Special Instructions to Applicants:

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

Pay Rate: $21.74/hr
Essential Functions:

• Assists both on and off campus constituents with initial inquiries in person, on the phone, and via email. Actively listen to, interpret, and analyze requests and use sound judgement to determine efficient and appropriate solutions. A strong working knowledge of the Registrar’s Office, overall college policy, and college organizational structure is critical to complete transactions or refer out as necessary.
• Manages aspects of the transcript request process. Troubleshoot technical issues with assistance from IT and e-transcript vendor (when necessary). Utilize reporting tools to audit for data integrity, recognize anomalies, and suggest proper resolutions.
• Coordinates all document imaging, including migration of archived records from paper files and AppXtender database to ImageNow. Understands complex workflows and document type cataloging system. Monitors and reviews for accuracy, correct errors as necessary. Troubleshoots with IT on technical issues.
• Maintains and updates student record information with attention to accuracy. Data entry precision and extensive knowledge of college and federal policies required. Must have the ability to recognize and address inconsistencies.
• Manages verification processes for the CAS Registrar’s Office. Coordinates and interacts with Dean of Students Office, National Student Clearinghouse, and governmental agencies.
• Anticipates the type and volume of traffic the office may experience at any given time, appropriately recognizing priorities and coordinating office workflow. Requires significant use of autonomous judgement and ability to act independently.
• Coordinates all aspects of student employment: hiring, training, scheduling, and supervising. Assists in monitoring the student employment budget and makes recommendations to the Registrar regarding wages.
• Reconciles daily intake of cash, check, and credit card payments and provides documentation to Student and Departmental Account Services.
• Monitors and orders all office supplies.
• Other duties and special projects as assigned.

Name of Grant(s):

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please briefly describe your experience taking initiative on projects, prioritizing multiple responsibilities concurrently, anticipating upcoming tasks, and maintaining a strong attention to detail.

    (Open Ended Question)

  2. * Please address how your skills,experience and/or education have prepared you to serve and meet the needs of a diverse student, staff and faculty community.

    (Open Ended Question)

  3. * How did you hear about this employment opportunity?
    • No Response
    • Diversity Jobs
    • Higher Ed Jobs
    • Higher Education Recruitment Consortium (HERC)
    • Oregon Employment Department
    • Partners in Diversity
    • Washington Employment Department
    • Mac's List
    • Inside Higher Ed
    • The Chronicle of Higher Education
    • Career Fair
    • Indeed
    • Other (please specify below)
  4. Other (specify below)

    (Open Ended Question)

Required Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents