Associate Registrar, Director of Advising

Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Associate Registrar, Director of Advising

Job Details and Requirement:

BASIC FUNCTION:

The Associate Registrar, Director of Advising (Associate Registrar) provides leadership to staff and ensures the development and implementation of policies and procedures related to degree progress, transfer credit, class standing changes, degree conferral, and commencement. The Associate Registrar represents the Registrar as directed and provides a high quality of customer service and is the primary responsible for monitoring and communicating degree progress, degree audit programming and maintenance in the college's student information system, and transfer credit evaluation. The Associate Registrar provides oversight and maintenance of all aspects of degree progress audits by creating each semester's commencement candidate list, accurately interpreting academic policies, procedures, and requirements, and representing the Office of the Registrar on College and Consortium committees, as needed. The Associate Registrar supports staff, faculty and students on matters related to degree requirements, transfer credit, academic standing, class standing, and petitions for exceptions to college policy. The Associate Registrar is responsible for the application of technologies that support degree progress and transfer credit evaluation; research and development of new systems and technologies; report writing, proofing and auditing of records, and supports Claremont McKenna and the Office of the Registrar strategic plan.

As a member of the Office of the Registrar's leadership team, takes appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Registrar and Assistant Vice President for Academic Affairs, the Associate Registrar, Director of Advising works independently and collaboratively to perform the following essential duties and responsibilities:

• Provide clear direction and oversight of activities relating to degree progress and advising to develop and achieve annual goals, including planning and staff development. Maintain an efficient, collegial, and proactive work environment within the Office of the Registrar and collaborating departments.
• Provide oversight to degree audit programming and maintenance and student progress toward degree.
  • Program, manage, and maintain all major and minor degree requirements in the student information system.
  • Coordinate degree audit substitutions and waivers with support from the Assistant Registrar and Records and Registration Coordinator.
  • Collaborate with the Sr. Associate Registrar and academic departments to implement new programs or curriculum changes, and update degree requirements in the student information system’s degree audit module accordingly.
  • Interpret and clarify academic policies and standards and inform students and advisors of academic and administrative requirements for graduation.
  • Resolve problems that might delay or impede graduation, within the boundaries of established policies and standards.
• Provide oversight for academic records management and application of academic policies.
  • Supervise the transfer credit evaluation process. Research and evaluate incoming transcripts and other academic records for equivalency and transfer credit using independent judgment and the application of complex and specialized academic rules and regulations. Analyze course descriptions and syllabi for content, level, unit value and grading system using online curriculum resources, college catalogs, class schedules, and other reference material. Verify the institution’s accreditation status, convert quarter and semester units to CMC credits; apply course repetition and limitation policies where applicable. Determine transfer student class standing.
  • Document transfer evaluation decisions and recommendations; provide explanations of complex rules and regulations to students in the event of denial of credit transfers. Manage changes to student enrollment statuses, class standing, planned graduation year, and related data, ensuring accuracy of data and correspondence.
  • Support the Sr. Associate Registrar, with complex student petitions, work with faculty, students, and administrators to answer questions and resolve problems as they arise.
  • Collaborate with faculty, Dean of Students, and others to resolve registration and student records issues.
  • Oversee the integrity of records management per College, federal, and state guidelines, and within best practices as defined by the Office of the Registrar.
  • Explain and enforce policies, regulations, and laws regarding student records, including FERPA and related data access issues.
• Support internal and external reporting and strategic academic planning.
  • Assist Sr. Associate Registrar and Registrar/AVP with responses to internal and external requests for regular and ad hoc reporting, including developing custom reports and queries as needed for the office’s reporting needs.
  • Develop reports to assist and ensure consistency in assessment and certification of completion of degree requirements. 
  • Ensure data standards and validity.
  • Use business intelligence systems (i.e., Cognos, Power BI), including ad hoc reporting, to proactively identify problems and support informed decision making in the Office of the Registrar and other areas of the College.
  • Develop reports for other offices and departments as requested.
• Provide support to the Registrar/AVP in systems maintenance.
  • Support the Registrar/AVP in assessing the technical needs of the Office of the Registrar, including but not limited to, exploring new software options, working closely with Information Technology Services (ITS) department regarding the office’s technology needs
  • Support the Registrar/AVP in identifying and collaborating with ITS to implement student information system improvements to streamline academic processes within the Office of the Registrar and to maintain, troubleshoot, and enhance our student information system and related systems.
  • Implement technology improvements and automated workflows.
  • Troubleshoot and process technical issues in the student information system.
  • Provide insight and manage changes in processes and systems to improve efficiency and services.
• Provide oversight of degree conferral and commencement.
  • At the direction of the Registrar/AVP, prepare and review pending graduate files.
  • Follow up with departments, department chairs, and faculty to resolve missing documentation or degree requirements.
  • In collaboration with the Registrar/AVP, compile and vet lists of students eligible to participate in graduation ceremonies.
  • Create pending graduate records and confer degrees in SIS.
  • Produce the Dean’s List each academic year.
  • Maintain academic honors and distinctions from departments.
  • Oversee the annual diploma order by managing the proofing and organizing of diplomas.
  • Prepare, vet, and submit regular graduation reports to the National Student Clearinghouse.
• Support the Registrar/AVP in providing leadership, management, and mentorship to office staff.
  • Assist with mentoring and training of office staff to ensure that office and day-to-day functions operate efficiently.
  • Assist team in setting priorities, managing office workflow, and documenting processes. Represent the Office of the Registrar on committees and work groups related to areas of responsibility.
  • Substitute for the Registrar/AVP on committees, as needed.
  • Promote existing and new programs and/or policies to campus community.
  • Remain informed and current through self-directed professional research, developing professional contacts with colleagues, attending professional conferences, and attending training as required.
• Perform special projects, tasks, or duties and provide assistance as assigned.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. 

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities.
• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: Bachelor’s degree from an accredited university, or five years equivalent combination of education and experience is required.

EXPERIENCE: A minimum of five years of progressively responsible experience in higher education is required. Knowledge of and experience with student information systems, as well as MS Office and/or G Suite. Experience working with people from diverse backgrounds. 

LICENSES: A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Demonstrate effective, accurate and clear communication with excellent/strong verbal, written, interpersonal, reading, phone, and customer service skills.  Follow all written and verbal instructions, asking questions as needed for clarification of projects, tasks, duties, and assignments.
• Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software. Use assigned technology, devices, and equipment to achieve annual goals and maintain confidentiality.
• Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
• Prioritize and perform multiple projects and tasks, meet deadlines and timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s and department’s annual goals.
• Use exceptional and strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
• Ability to ensure consistency of policy communication and implementation, and data integrity. 
• Demonstrated ability to interact effectively with faculty, students, and staff.
• Provide exceptional customer service; and perform duties and responsibilities with strict attention to detail and support for College policies and objectives. 
• Combination of analytic ability, systems thinking, and interpersonal skills. 
• Skills with reporting and metrics – being able to identify important or relevant degree progress metrics needs, outline and effectively communicate those reporting/metrics requirements to the appropriate group and validate data. Experience with query management software and/or reporting tool(s).
• Skill in assessing and re-engineering operations and processes. 
• Ability to develop and maintain an overall working knowledge of Claremont McKenna Office of the Registrar/student records operations and procedures, and their intersection with student systems. 
• Ability to conduct activities in a professional and ethical manner, and foster a climate of trust, fairness, and transparency when assisting students, faculty, and others both inside and outside of the Claremont McKenna College and The Claremont Colleges community.

REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday through Friday. Regular hours may vary due to needs of the College or division.

CLASSIFICATION AND STATUS: This is a regular, full-time, 12-month, exempt, benefits-eligible position.

Supervisor – AB1825: Yes

Mandatory Reporter – CA Penal Code: Yes

Responsible Employee – Title IX: Yes

Campus Security Authority – The Clery Act: Yes

IPEDS Category Job Code: 25-2000/25-3000/25-9000 - Student and Academic Affairs and Other Education Services Occupations

PHYSICAL REQUIREMENTS: Sedentary (up to 10 lbs.)

SALARY: The anticipated salary range is $85,000 - $90,000 per year. Salary will be commensurate with qualifications and experience.

SUPERVISORY RESPONSIBILITY: None

REPORTS TO: This position reports to Registrar and Assistant Vice President for Academic Affairs

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this 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 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Duties and responsibilities can change and develop over time; accordingly the College reviews job descriptions on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.