Registrar and Director of Registrar Services (DRS 22) - Oakton Community College
Oakton Community College
Location: Des Plaines, Illinois
Internal Number: 153348
Location: Des Plaines, IL Category: Administrators Posted On: Fri Sep 16 2022 Job Description:
Basis Functions and Responsibilities:
Serve as Oakton Community College's official guardian of the college's records. Provide leadership, administrative oversight, and direction to Registrar Services that upholds the mission of the department to preserve the academic integrity of the institution. This position is responsible for the accuracy, reliability, timeliness, retrieval, reporting and security of information about the college's students through effective performance in: comprehensive student records management; interpretation, programming and implementation of academic policy; reporting of student information; budget management; and management of staff. This position is also responsible for providing leadership and utilization of technology. The Registrar serves as a member of the Strategic Enrollment Management Team. This position collaborates effectively with identified College departments/offices, particularly those that support enrollment, policy development, record maintenance, compliance, and communication with students (i.e. Enrollment Services, Information Technology, Institutional Planning, Academic Affairs, etc.).
Characteristic Duties and Responsibilities:
Provide leadership and strategic direction to Registrar Services. Ensure policies and processes align with federal, state, and local regulations, professional standards, and recognized best practices. Develop and manage the operational budget, ensure strong communication within the department, and provide professional development that support college goals, initiatives, and efficiency. .
Maintain knowledge and understanding of state and federal regulations to support compliance, and complete required state and federal reports as scheduled. Intentionally participate in professional development activities to ensure current knowledge of policy interpretation and alignment with college procedures and administrative practices.
Direct essential functions of Registrar operations, which includes (but is not limited to) maintaining all official academic records, evaluating student transcripts and processing transfer credits, posting course completion grades, verifying enrollment, processing grade changes, evaluating course substitutions, reviewing petitions for graduation, communicating with special populations such as students near completion, awarding credentials, and preparing diplomas. This also includes working cooperatively to maintain identified Illinois systems and tools intended to support effective transfer processes for students (e.g. Transferology).
Ensure accurate and timely enrollment and graduation reporting to the National Student Clearinghouse. Resolve errors and collaborate with IT on programming edits that will improve the data reported. Maintain organizational security levels and access for the college. Assist Institutional Research (IR) with any questions or concerns regarding reporting. Create and maintain the annual reporting calendar, update dates with the Clearinghouse.
Serve as the FERPA officer for the college, which involves supervising the security and maintenance of student academic files and other protected information, both physical and electronic. In addition, regularly provide FERPA information and training to identified college staff, stakeholders, and partners.
Develop, evaluate, and administer transfer and prior learning credit equivalencies with established policies, procedures, and Illinois Articulation Initiative (IAI) guidelines in collaboration and coordination with Academic Affairs leadership. Communicate with college faculty, staff, and administrators regarding relevant college policies and processes.
Oversee the preparation the academic calendar for approval by Oakton Board of Trustees. Ensure the calendar complies with federal and state regulations and dates stated in employment contracts such as holidays. Coordinate College leadership staff to support finalizing the calendar and communicating it in identified college publications/resources (i.e. catalog, website, etc.).
Oversee the scheduling of classes. Collaborate with academic affairs on building an academic schedule that enhances the student experience and creates efficiencies. Aid in resolving conflicts including room locations, times, and instructional modalities.
Participate on completion of identified Strategic Enrollment Management (SEM) goals and activities as identified by the Dean of Enrollment Management. This includes coordinating regular enrollment reports and collaborating with college leadership staff to deliver operational procedures and processes that result in high-quality service outcomes for students.
Identify, develop, implement, and manage technology systems and tools to support college processes (i.e. registration, degree audit, transcript request/distribution, etc.). Collaborate with stakeholders, including Information Technology, to identify needs. Identify and support training and development initiatives for college staff that builds knowledge, innovation, and student service efficiencies.
Evaluate and assess the functions and efficiencies of Registrar Services. Follow through on identified operational improvement plans. In addition, initiate professional development plans and activities that support staff effectiveness and support overall staff morale.
Prepare identified reports in support of college compliance, accreditation, and program review, which also includes completing regular assessment initiatives. As well, lead department staff to prepare and produce written departmental reports and updates (quarterly and annually).
Serve on College-wide committees that relate to professional responsibilities such a Commencement Committee and Academic Policies and Procedures Committee, as well as those assigned and supported by administrative leadership. Attend the Curriculum Committee meetings as an observer.
Perform other job related duties as assigned
Master's degree in student personnel services, higher education, or appropriate discipline.
Five years administrative leadership experience in higher educational. Preferred experience in enrollment related services and operations: admission, registration, or records.
Three years of supervision of staff in student affairs/service required.
Experience working with and managing sensitive records, responding to audits, and filing state and federal reports in support of college compliance required.
Demonstrated leadership in developing and managing computerized student information system required. Intermediate computer competency including Microsoft office suite experience, including spreadsheets and databases, and knowledge of operating systems and cybersecurity. Experience with Banner preferred.
Intermediate analytics skills with experience in statistics preferred.
Ability to interact professionally and respectfully with people of different levels of education, cultural backgrounds, and life experiences.
Physical Demands & Working Conditions:
Light lifting up to 10 lbs and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending and stooping. Mobility to move from building to building on-campus and to visit off-campus entities. Work is performed in a general office environment and sedentary in nature. Little or no exposure to adverse working conditions.
Ability to travel between campuses and offsite events, including nights and weekends as needed.
Administrative supervision is received from the Dean of Enrollment Management.
Administrative supervision is exercised over 8 full-time and 1 part-time classified staff members, as well as student employees.
Based on the needs of the college and with Administrator approval, some positions at the college may have remote or hybrid schedule options available. Please note, that during the 65 working day probationary period, employees are required to report to campus.
For 50 years, Oakton Community College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.