Associate Registrar - California Southern University

SUMMARY: 
The Associate Registrar is responsible for assisting in ensuring the accuracy, integrity, and confidentiality of learner records in the following areas: registration, graduation, United States Department of Education (USDE), Federal Student Loan Deferment reporting, and maintenance of learner records. The Associate Registrar supports and is under the guidance of the Registrar.
  
ESSENTIAL DUTIES AND RESPONSIBILITIES: 
(Other duties may be assigned)

• Assists the Registrar as needed with external compliance and internal reporting activities to include change of status forms; LOA management; SAP processes; deferments; collaborating with the departments of Admissions and Learner Support Services to ensure all documents, required for USDE Federal Student Loan Deferment reporting, are collected and available in the student information system (SIS), Colleague
• Assures the integrity and privacy of academic files and folders, transcripts, grades and grade reports, and enrollment documentation for all learners
• Verifies and records transcripts received for prospective learners in a timely manner
• Assists with adding applicant records to Colleague after the enrollment has been approved
• Maintain and report accurate learner enrollment statuses in Colleague
• Assists the Registrar in ensuring the accurate reporting of final grades 
• Assists Registrar with maintaining entire learner file database which includes pulling requested files, setting up new files, tracking movement of files, and closing out old files
• In collaboration with Learner Support Services, assists with extension requests and academic exceptions
• Assists the Registrar with the preparing, tracking, and sending of probation and dismissal notices 
• Assists with the maintenance of graduation audit and assists the commencement committee with learner graduation processes or information (e.g., graduation applications, financial holds, and academic progress) 
• Assists with official and unofficial transcript requests
• Responsible for responding to inquiries via email, phone, checks the Registrar mailbox daily, and routes calls as appropriate
• Assists and works collaboratively with other University departments regarding learner information and data requests 
• Performs other assignments on an ad hoc basis, as required

SUPERVISORY RESPONSIBILITIES:
This position does not have any supervisory responsibility.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and must develop a strong working and operational knowledge of Colleague (Student Information System). The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE: 
Associate degree from an accredited institution and a minimum of 5 or more years of related experience using Student Information Systems and/or training; or equivalent combination of education and experience. Bachelor’s degree, preferred.  Experience with Registrar and Records in an educational setting preferred. Experience with federal financial aid programs preferred.

LANGUAGE SKILLS:
Ability to read, analyze, and interpret general articles and technical procedures. Ability to write business correspondence. Ability to effectively present information and respond to questions from associates, learners, and the general public.

MATHEMATICAL SKILLS:
Ability to calculate amounts such as discounts, interest, and percentages.  Ability to manually calculate cumulative GPA if needed. 

REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

PHYSICAL DEMANDS:  
While performing the duties of this position, the employee must regularly talk and actively listen. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include computer technology and written materials which require close vision and color vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: 
As a remote employee, he/she must provide a workspace that is safe and conducive to a business atmosphere where staff can interact with and provide undivided attention, removed from distractions.

What we offer*

• Salary Range between $XX and $XX
• Paid time off
• Comprehensive medical, pharmaceutical, dental, and vision benefits
• Health savings and flexible spending accounts
• 401(k) Savings Plan
• Life and Disability Insurance
• Tuition assistance
• Employee Stock Purchase Plan
• Additional benefits including an Employee Assistance Program, prenatal and adoption assistance, and other voluntary benefits to select from.

*Most benefits apply to full-time employees. Some benefits apply to part-time employees as well. Benefits may vary by location and position and are subject to change at any time. Ask your recruiter for full details and information about eligible dependents .