"Admissions & Records Assistant III - Graduation/Registrar"

Job Description

Based on the volume of applications received this recruitment may close at any time. Applicants are encouraged to apply as soon as possible.

This position provides support to the Office of the Registrar at the West Charleston campus. Reporting directly to the Program Officer I, the Admissions & Records III staff member will complete daily functions encompassing the graduation processes to make sure students have accurate resources to succeed and complete their educational goal at the College of Southern Nevada. Daily attendance and punctuality is expected, as is, effective written and oral communication. The position will support the Office's operations at all CSN locations, as needed and assigned, in alignment with the multi-campus model of the College. Our successful candidate will demonstrate support for an inclusive environment that fosters lasting connections, shared investment, pride, and goodwill across our CSN community.

Graduation Duties will include

• Update information into PeopleSoft for graduation applicants
• Prepares primary evaluations or degree progress reports for each graduation applicant
• Certify completion of graduation requirements, coding and posting information into PS, reconcile sub-waivers with graduation application, updating and generate academic advising reports
• Identify and correct academic advisement report errors and ensure program accuracy prior to submission
• Process Non-Traditional education, challenge exams, and substitution waivers
• Maintain accurate lists of graduates and post degrees to academic transcripts
• Format the student list for the commencement program
• Submit diploma order through the Diplomat vendor
• Make updates to the Diplomat software to update any degree changes as needed
• Organize and keep strict guidelines of all the processes to meet all the timelines necessary for graduation clearance
• Manage graduation@csn.edu emails and assist incoming calls from students regarding their graduation status
• Ensure all information given to students is accurate and correct
• Collaborate with transfer credit evaluation (TCE) team in cross training and providing assistance during peak periods
• Supervise and train student workers
• Assist with Commencement ceremony
• Support additional Registrar's Office functions and projects as assigned

Front desk/Floating duties may include

• Respond to student, alumni, faculty, and staff inquiries regarding enrollment and educational records, ensuring compliance with institutional policies and procedures.
• Provide clear, accurate guidance on Registrar-related processes via phone, email, and in-person communication.
• Assist with the management of the transcript ordering process.
• Assist with management of the scheduling inbox including room scheduling in the room scheduling platform.
• Support the scheduling staff as needed.
• Handle and protect confidential student and employee information in accordance with FERPA and institutional standards.
• Perform accurate data entry and a variety of clerical tasks to support daily office operations.
• Maintain and update student records within the Registrar's system to ensure accuracy and integrity.
• Manage and process transcript requests from initiation to completion, adhering to privacy regulations and service timelines.
• Support additional Registrar's Office functions and projects as assigned.

Minimum Qualifications

• Graduation from high school or equivalent education and three years of clerical experience, two years of which was in a college admissions and/or records office or relevant student services area which included records maintenance, public/customer relations, evaluation of detailed information and documents, and the explanation of complex policies and procedures; OR one year of experience as an Admissions & Records Assistant II in Nevada State service; OR an equivalent combination of education and experience as described above.

Preferred Qualifications

• Experience working in a community college or student services environment.
• Demonstrated ability to work effectively with a diverse and multicultural student population and/or workforce.
• Proficiency in using student information systems (e.g., PeopleSoft, Banner, or similar platforms).
• Bilingual, with the ability to communicate effectively in more than one language, Spanish preferred.

Weekly Schedule

Monday - Friday 8am to 5pm. Flexible to travel between campuses.

Starting Salary

Grade 27, Step 1: $46,207.44

Per Nevada Administrative Code (NAC 284.170), salaries for initial appointments for classified positions typically begin at Step 1.

This position is contingent upon ongoing and available funding.

Full-Time Equivalent

100.0%

Required Attachment(s)

To be considered for this position, please upload the following documents to your application:

• Resume - List a detailed description of the major duties that you performed as part of each job. You must demonstrate that you qualify for the position and your education and experience must be clearly documented
• Cover letter
• Unofficial College Transcripts (optional) - If you have not graduated, please attach your transcripts to receive education credit for classes you have taken. Credit is given for classes relevant to the job posting