Assistant Director - Registrar's Office

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Job Title:  

Assistant Director - Registrar's Office

Job Requisition ID:

JR0000002104

Number of Openings:

1

Shift:

Day (United States of America)

Compensation Details:

$64,980/YR

Job Description:

Employment Terms: This job is a full-time, benefited, FLSA Exempt position in the Student Affairs Division that reports to the Registrar.

Work Schedule: Availability to work Monday through Thursday between 8 am and 6 pm and on Friday between 8 am and 4 pm.  Occasional Saturdays and some evenings.  Schedule is subject to change.  Flexibility is a must.

Minimum Qualifications (Job Code 10049):  Bachelor's degree from an academic institution accredited by an institutional accrediting agency recognized by the United States Department of Education and Two (2) years of related experience.

Note: An equivalent combination of education and job specific experience that provided the knowledge, experience and competencies required to successfully perform the job at the level listed may be substituted on a year-over-year basis.

Preferred Qualifications:  Supervisory experience; Three (3) years of directly related experience in post-secondary Admissions or Registrar environment using staff-side Banner Student Information System.  Excellent interpersonal, written and verbal communication skills; ability to analyze data and make decisions. Must possess ability to multi-task in a fast-paced office environment, problem solve and maintain effective relationships within a team environment; proficiency in staff BANNER, BDMS, Parchment, Transfer Evaluation System (TES), Target X, Degree Works, ProcessMaker, Ellucian Experience, Banner 9, and Microsoft Office applications. Mail merge, advanced Excel and SQL experience preferred.  Ability to model the provision of excellent customer service to internal and external customers.

Job Description Summary:
Working closely with the Registrar, the Assistant Director assists with the overall operation of the Registrar’s Office, supporting at an advanced still level the coordination, development, monitoring, and completion of project initiatives associated with the Registrar’s Office to include:

• End of term processing to include rolling grades, updating GPA, student type, academic standing and processing of R2T4 in collaboration with the Financial Aid office
• Drop for non-payment and reinstatements
• No-Show processing and reinstatements
• Set-up of terms and time tickets
• Facilitate mass communication by e-mail and text to students for academic standing, drops for non-payment/no-show, reinstatements, and other important updates.
• National Student Clearinghouse, National Student Loan Data System, and TCSG Enrollment error reports
• Staff scheduling
• Catalog, Website and Program review
• Ongoing maintenance of SOP manuals
• Graduate Job Placement Coding in Banner
• Primary day-to-day responsibilities include supervising Registrar Office staff who currently report to the registrar, assisting with processes related to Banner, NSLDS, National Student Clearinghouse, Ellucian Experience, ProcessMaker, DegreeWorks, and Parchment, assist with all Registrar Office related training for both Registrar Office staff as well as for other departments and divisions of the college.

Technical Competencies:

• Knowledge of applicable computer applications cited above
• Promoting the vision of excellent customer service
• Excellent oral and written communication skills
• Ability to pay close attention to detail, coordination and prioritizing multiple simultaneous tasks and projects
• Knowledge of laws related to FERPA, R2T4 guidelines and records retention
• Knowledge of state residency policies for students
• Ability to maintain confidentiality
• Facilitating resolution of issues with internal and external customers

Duties/Responsibilities       

Percentage of Time

• Assists the Director in the day-to-day operations of the Registrar’s Office; including but not limited to daily Banner processing and ensuring staffing needs are met in the office as well as for New Student Orientation, registration labs, Saturday hours as well as other campus events, such as Commencement, which require Registrar’s Office staff support. (20%)
• Supervises, trains, evaluates and mentors full-time, part-time and student employees. Provides support to Enrollment Advisors, department chairs and program directors, when necessary, to ensure that course credit is accurately applied. Maintains up-to-date knowledge of TCSG, state, and federal guidelines as well as current transfer credit best practices and procedures. (20%)
• Assists with clearing and notifications related to National Student Clearinghouse (NSC) and TCSG (Technical College System of Georgia) enrollment reporting errors. (5%)
• Provides support to the Registrar and meets regularly concerning project activities, status of project initiatives, and results of evaluating success of project goals, and assists in completion of program review. (10%)
• Enters and reviews data for reporting requirements and provides data to internal and external customers including but not limited to National Student Clearinghouse, Technical College System of Georgia, other departments and divisions within the college. (5%)
• Provides oversight of the transfer credit evaluation team and processed, serving as a resource for the transfer credit processing team. (10%)
• Collaborates with the Registrar on the development of policies and procedures and recommends changes to effectively meet the goals and requirements of the Registrar’s Office. (10%)
• Oversees the maintenance of filing, recordkeeping, distribution of materials, and other types of office/program systems; maintains excellent working relationships with and serve as a liaison to internal and external customers. (5%)
• Conducts regular evaluation of services provided and makes recommendations on future direction of project goals. (5%)
• Keeps abreast of policies, procedures, and state or federal laws that may impact project initiatives and assists in maintaining the accuracy and security of all student academic records. (5%)
• Other duties as assigned. (5%)

Physical Demands  

Frequency

(N)Never, (O)Occasionally or (C)Constantly

• Requires operation, access, or control of financial resources. (O)
• Requires having a P-Card.  (N)
• Driving is a responsibility of this position.  (O)
• This position will have direct interaction or care of children under the age of 18 or direct patient care. (N)
• This position will have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications).  (C)
• This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation.  (C)
• This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation.  (C)
• This position requires the ability to adjust or move objects up to 15 pounds in all directions with or without reasonable accommodation.  (C)
• This position requires the ability to repeat motions that may include the wrists, hands and/or fingers with or without reasonable accommodation. (C)
• This position requires the ability to operate machinery and/or power tools with or without reasonable accommodation. (N)
• Operating motor vehicles or heavy equipment with or without reasonable accommodation. (N)
• Noisy environments. (O)
• Medium work that includes moving objects up to 50 pounds with or without reasonable accommodation. (N)
• Light work that includes moving objects up to 20 pounds with or without reasonable accommodation. (C)
• Heavy work that includes moving objects up to 100 pounds or more with or without reasonable accommodation.  (N)
• Work in outdoor elements such as precipitation and wind. (N)
• Assessing the accuracy, neatness and thoroughness of the work assigned. (C)

Applications are reviewed on a rolling basis, and Human Resources may begin scheduling interviews as applications are received. This position will remain open until a successful candidate has been selected and hired. Applicants are encouraged to apply as early as possible, as the interview process may begin before all applications are reviewed. Only candidates selected for further consideration will be contacted for an interview. Submission of an application does not guarantee an interview.

As set forth in its student catalog, Gwinnett Technical College complies with the Technical College System of Georgia (TCSG). The TCSG State Board prohibits discrimination on the basis of an individual’s age, color, disability, genetic information, national origin, race, religion, sex, or veteran status (“protected status”). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any TCSG program or activity because of the individual’s protected status; nor shall any individual be given preferential treatment because of the individual’s protected status, except the preferential treatment may be given on the basis of veteran status when appropriate under federal or state law. The following person has been designated to manage inquiries regarding the non-discrimination policies: Lisa Richardson, Title IX, and Section 504 Coordinator, 5150 Sugarloaf Parkway, Building 100/A, Room 515, Lawrenceville, GA 30043, 678-226-6691, [email protected].

Minimum Qualifications:

Bachelor s degree from an academic institution accredited by an institutional accrediting agency recognized by the United States Department of -Education and Two (2) years of work related experience. Note: An equivalent combination of education and job specific experience that provided the knowledge, experience and competencies required to successfully perform the job at the level listed may be substituted on a year-over-year basis.

Equal Employment Opportunity Employer

The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services.
Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department.