College Data Records Assistant

College Data Records Assistant
Malcolm X College

City Colleges of Chicago's vision is to be recognized as the city's most accessible higher education engine of socioeconomic mobility and racial equity - empowering all Chicagoans to take a part in building a stronger and more just city. The community college system's more than 3,500 faculty and staff serve more than 60,000 students annually at seven colleges and five satellite sites.

The Records Office maintains records and works with faculty, adminstration, and staff on academic matters. The Registrar Office offer many services including: transcript request, graduation application information, degree verification, and enrollment verification requests. 

Primary Objective: Under supervision, controls, directs and monitors the flow of source of documents for inputting and processing; and performs related duties as required.

ESSENTIAL DUTIES:

• Directs the flow of course scheduling data for Fall, Spring & Summer terms for college registration.
• Inputs sections, building, room, instructor, time, days, & start & ending dates, delivery system and enrollment capacity in People Soft.
• Contacts Administration and department Chairperson regarding registration discrepancies and inquiries.
• Maintains registration transaction forms for Administration during registration.
• Processes changes and requests for adding seats to sections, opens additional classes, cancels classes, and processes student requests to repeat courses.
• Monitors staff schedule list for compliance during registration and reports to administration deficiencies and request additional assistance when required.
• Coordinates the collection of grade rosters from professors throughout the college.
• Inputs grade changes for all students enrolled during the term on the class list, student history and permanent record card.
• Ensures that grade changes are entered accurately.
• Notifies student and professor of changes to permanent record. Corrects any clerical errors made when inputting final grades.
• Enters student withdrawals in People Soft.
• Coordinates the preparation, correction and distribution of class lists to professors.
• Updates and maintains final class list and attendance rosters.
• Contacts department administrative assistant, chairperson and/or administration to report missing class lists and final grade reports or omitted pertinent data.
• Reviews and tallies student attendance through midterm for state reimbursement and audit reviews.
• Maintains files, answers telephone and copies documents when needed.
• Adheres to CCC Customer Service Excellence standards.
• Performs other duties as needed.

QUALIFICATIONS:

• Completion of a high school diploma, Associates degree or higher preferred.
• One year of experience in editing and controlling the flow of documents for processing.
• Good knowledge of office machines. Good knowledge of data systems and the general flow of documents. Good knowledge of recordkeeping procedures.
• Proficient in the use of Microsoft Office (Word, Excel and PowerPoint).
• Ability to plan and organize work flow within a department.
• Ability to maintain data logs and operating records. 
• Good verbal and written communication skills. Good organizational skills.

WE OFFER: Excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website. 

Malcolm X College was selected 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.
We are an equal opportunity and affirmative action employer.
This position is represented by the Local 1708 union.
Thank you for your interest in City Colleges! 

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Additional Information