Job Posting Location:

Claremont, CA

Job Posting Title:

Job Description:

Annual Salary Range: $70,304- $77,000

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation

POSITION OVERVIEW

The Assistant Registrar assists with all facets of managing central student records and other Registrar’s Office responsibilities ensuring compliance with university policy and government regulations. The incumbent is responsible for managing all graduation related processes and all things related to publishing the Bulletin. This position also plays an integral role in analyzing complex business process to identify improvement opportunities for end-users and for the accuracy and accessibility of data.

Essential Job Functions

Service and Support

•   Serves as a resource to the University community regarding university policy, Registrar’s Office processes, the student information system, as well as other essential systems

•   Manages all aspects of graduation processing and degree conferral.

•   Updates and maintains the University Bulletin

•   Participates on various campus committees, as assigned.

•   Reviews and coordinates updates in office documentation, as necessary.

•   Supervises Graduate Student Assistants.

•   Maintain a high level of accuracy and confidentiality concerning student records and concerns, adhering to FERPA regulations as they pertain to the student educational records in higher education

•   Serve as a Mandatory Reporter for the University’s Cleary (Campus security Authority) and Title IX (Responsible Employee) efforts and fulfill all responsibilities associated with both designations.

Systems and Records Management

•   Actively supports implementation and development of business processes and technology-related applications that maintain and enhance services in the Registrar’s Office

•   Identifies and troubleshoots system-related issues that impact student records

•   Ensures accuracy and timelines of student records data through close coordination with other University units

•   Under the general direction of the Registrar, manages the creation and maintenance of permanent academic/administrative records; assures the integrity, security, condition and access to these documents and supervises the issuance of official documents

Data and Regulatory Functions

•   Manages general grade collection process

•   Prepares and analyzes data for internal and external constituencies. Ensures compliance with federal regulations and accrediting agencies

•   Keeps up with trends and changes in FERPA, best practice in higher education, transcript delivery, and other factors that may addict the role of the Registrar’s Office

Required Knowledge and Skills

•   Working knowledge of FERPA regulations and best practices in higher education student record management

•   Demonstrated ability to multitask effectively with a high level of organization and time management

•   Superior customer service skills, including the ability to negotiate, make requests and provide leadership using tact, patience, and courtesy. Candidate must demonstrate an ability to create and sustain effective working relationships across a variety of academic disciplines and within a multicultural environment.

•   Strong written and oral communication skills

•   Strict attention to detail

•   Organization and time management

•   Ability to learn and work with various technologies. Knowledge of PeopleSoft Campus Solutions, AirSlate, and EMS preferred. Proficiency in Microsoft Excel, Word, and Outlook required.

•   Awareness, sensitivity, and demonstrated commitment to diversity, equity, and inclusion

Qualification Standards

Education and Experience. Master’s degree preferred. Bachelor’s Degree or any combination of education and experience that provides the required skills and ability.

Minimum of 3 years’ experience in Registrar or enrollment-related functions. Demonstrated experience in the use of an integrated student information system, understanding of higher education operations and structures, including the academic calendar, cycles of terms and deadlines, the wide-ranging variety of student transactions, degree requirements and graduation, and course inventory and program management.

Licenses/Certificates. Driver’s license, passport, United States Citizen or lawful permanent resident, per the DHS guidelines regarding eligibility to be a DSO.

Other Preferences. Preference will be given to applicants with prior work experience in an academic setting. Excellent oral and written communication skills required.

Hours, Classification, and Status. This is an exempt position with regular hours set for 8:30am to 5:00pm, Monday through Friday. Hours may vary due to needs of the University or department. Evening and weekend hours may be required. Up to two days may be remote in accordance with all aspects of the University’s current remote work policy. This position reports to the University Registrar.

Supervisory Responsibility. This position supervises 2-3 Graduate Assistants.

Benefits
We are committed to supporting the well-being and professional development of our employees. Our comprehensive benefits package includes:

• Medical, Dental and Vision insurance
• Group life insurance
• Retirement plan with a 8% employer contribution — no employee match required (after 1 year of service)
• Generous paid time off, including vacation, sick leave, and holidays
• Winter closure in December, subject to institutional approval
• Tuition reimbursement program available to eligible employees and their dependents for approved coursework, subject to plan guidelines and institutional policies

Physical Activities

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.
☐ Never         ☒ Occasionally           ☐ Constantly

Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.
☐ Never         ☒ Occasionally           ☐ Constantly

Remaining in a stationary position, often standing or sitting for prolonged periods.
☐ Never         ☐ Occasionally           ☒ Constantly

Moving about to accomplish tasks or moving from one worksite to another.
☐ Never         ☒ Occasionally           ☐ Constantly

Adjusting or moving objects up to __ pounds in all directions.
☐ Never         ☒ Occasionally           ☐ Constantly

Communicating with others to exchange information.
☐ Never         ☐ Occasionally           ☒ Constantly

Repeating motions that may include the wrists, hands and/or fingers.
☐ Never         ☐ Occasionally           ☒ Constantly

Operating machinery and/or power tools.
☒ Never         ☐ Occasionally           ☐ Constantly

Operating motor vehicles or heavy equipment.
☐ Never         ☒ Occasionally           ☐ Constantly

Assessing the accuracy, neatness and thoroughness of the work assigned.
☐ Never         ☐ Occasionally           ☒ Constantly

Environmental Conditions

Low temperatures.
☐ Never         ☒Occasionally           ☐ Constantly

High temperatures.
☐ Never         ☒ Occasionally           ☐ Constantly

Outdoor elements such as precipitation and wind.
☐ Never         ☒ Occasionally           ☐ Constantly

Noisy environments.
☐ Never         ☒ Occasionally           ☐ Constantly

Hazardous conditions.
☒ Never         ☐ Occasionally           ☐ Constantly

Poor ventilation.
☒ Never         ☐ Occasionally           ☐ Constantly

Small and/or enclosed spaces.
☐ Never         ☒ Occasionally           ☐ Constantly

No adverse environmental conditions expected.
☒ Never         ☐ Occasionally           ☐ Constantly

Physical Demands

Sedentary work that primarily involves sitting/standing.
☐ Never         ☐ Occasionally           ☒ Constantly

Light work that includes moving objects up to 20 pounds.
☐ Never         ☒ Occasionally           ☐ Constantly

Medium work that includes moving objects up to 50 pounds.
☒ Never         ☐ Occasionally           ☐ Constantly

Heavy work that includes moving objects up to 100 pounds or more.
☒ Never         ☐ Occasionally           ☐ Constantly

EEO Statement:

Claremont Graduate University is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, religion, gender and/ or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, sex, age, sexual orientation, or physical disability or any other legally protected basis in its employment practice and in admission of students to educational programs and activities in accordance with the requirement of Title IX of the Education Amendments of 1972, Title I of the American Disabilities Act of 1990 and other applicable laws. CGU is committed to affirmative action in employment practices regarding ethnic minorities, the physically challenged, Vietnam-era veterans, and women. This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.

This job description defines the essential or fundamental job duties of the employment position.  It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.

It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Successful completion of criminal background and DMV checks required for final candidate