Graduate Registrar Transcript and Records Assistant

Position Information

Position Information

Posting Number: STA20110659
Job Title: Graduate Registrar Transcript and Records Assistant
Working Title: Graduate Registrar Transcript and Records Assistant
Position Class:
Department: Grad Registrar's Office
Job Summary:

This position provides transcript and customer service support to the Graduate Registrar’s Office. This staff member is responsible for processing transcript requests and providing customer service within the Graduate Registrar’s Office. This position has primary responsibility for maintaining and updating student files.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. 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, gender identity, sexual orientation, marital status or age.

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.

Minimum Qualifications:

Associate degree or two years of post-secondary education.

Familiarity with PCs and Macs; strong proficiency with MS Office Suite (Word, Excel, and Powerpoint) and database systems.

Ability to analyze and solve problems.

Ability to perform detailed work with a high degree of accuracy.

Excellent customer service skills.

Excelent written, verbal, and interpersonal communication skills. Ability to initiate and maintain cooperative relationships with students, faculty, staff, and visitors.

Discretion, personal integrity, and superior ethics. This position deals extensively with confidential and sensitive information governed by federal statutes.

Ability to make sound judgements independently.

Skill in planning and prioritizing complex tasks with conflicting demands and deadlines, frequent interruptions, and changing priorities.

Preferred Qualifications:

Bachelor’s degree preferred.

Experience in a college registrar’s office; knowledge and experience with the implementation of academic records policies and procedures.

Proficiency with integrated student information system. Experience with Ellucian Colleague preferred.

Anticipated Position Start Date: 02/01/2018
Posting Date: 01/19/2018
Closing Date:
Open Until Filled Yes


Weekly Hours 20
Months Worked Per Year: 12
Special Instructions to Applicants:

Application Requirement – Please submit a separate diversity statement that outlines your experiences with diversity, equity and inclusion. Those experiences can include, but are not limited to the following: lived experience as a member of an underrepresented group; experience living and meaningfully interacting with individuals with a variety of identities; and professional development or other training in diversity, equity and inclusion. If your experiences are different from those listed and you have a commitment to diversity, equity and inclusion, please explain how you will manifest that commitment in this position.

Pay Rate: 18.13
Essential Functions:

Provides customer service and reception for the Graduate School Registrar’s Office. As primary point of contact for the Registrar’s Office, this position is responsible for greeting clients, answering phones, assessing and answering questions or referring clients to the appropriate staff member. Must have a good working knowledge of all Registrar’s Office functions and College policies. Clients include faculty, staff, students, parents, representatives from other institutions and government agencies, and the general public, whether visiting in person, on the phone or via email.

Processes transcript requests and fees. Responsible for the production of transcripts (official and unofficial) for alumni and enrolled students.

Reconciles and submits cash/credit card receipts to Student and Departmental Accounts Office.

Coordinates all verification processes (enrollment, degree, and good student discount verifications) for the Graduate School.

Accurately maintains and updates student demographic information, including name and address records.

Maintains and updates current and archived student files, including filing and/or scanning documents.

Processed registration changes (adds, drops, and withdrawals).

Orders office supplies

Opens, processes, and distributes office mail.

Processes FERPA permissions as requested through the HR Office.

Produces and posts daily classroom schedules for the Graduate School.

Ability to honor and work with all identities and individuals, particularly those who are underrepresented in the country and/or at Lewis & Clark College.

Name of Grant(s):

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * 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)
  2. Other (specify below)

    (Open Ended Question)

Required Documents

Required Documents
  1. Cover Letter
  2. Resume
  3. Other Document - Please see special instructions to applicants
Optional Documents