"Department Assistant, Records and Registration"

Job Description

Department Assistant, Records and Registration

Position Title
Department Assistant, Records and Registration

Classification
Pay Grade 12

Department
Registration and Records

Work Schedule
This regular, full-time support staff position will work Monday through Thursday, 9:00 am to 6:00 pm and Friday 8:00 am to 5:00 pm with flexible and/or extended hours during peak times.

Position Summary
The Records and Registration office at Kellogg Community College (KCC) is vital to supporting the academic mission of KCC. Our office is dedicated to maintaining the integrity, accuracy, and privacy of student records. The department is responsible for handling a variety of essential functions, including:

• Student Records Management: Ensuring the secure and accurate maintenance of all student academic records, including transcripts, enrollment verifications, and degree audits.
• Course Registration: Overseeing the course registration process each semester, assisting students with course selections, and managing waitlists.
• Graduation Coordination: Managing the application and evaluation process for graduation, coordinating commencement ceremonies, and issuing diplomas.
• Compliance and Reporting: Ensuring compliance with institutional, state, and federal regulations, and providing necessary reports to internal and external stakeholders.
• Customer Service: Offering exceptional service to students, faculty, staff, and alumni by addressing inquiries related to academic records, registration, and other related matters.

We are seeking a highly organized, detail-oriented, and customer-focused Department Assistant to join our dynamic team in the Records and Registration office. Excellent communication is an essential skill for this position as the Department Assistant works directly with current and prospective students, college visitors, and colleagues from across the college. Services are delivered via phone, in-person, email, and through many technology-based formats such as Microsoft Teams. Department Assistants provide crucial support to ensure the smooth operation of our office and contribute to our mission of fostering student success.

Kellogg Community College is located in Battle Creek, Michigan, a community of approximately 54,000 people. Leisure activities, natural resources and learning opportunities provide a foundation for residents. Located along the I-94 interstate, Battle Creek is within 30 minutes of Kalamazoo, 60 minutes of Lansing and Grand Rapids and within three hours of Detroit, Chicago and Indianapolis.

KCC Equity Statement
At Kellogg Community College, we are committed to creating an inclusive environment where we foster respect for others and our differences, support cultural understanding, demonstrate ethical behavior and champion social justice. We will accomplish this by:

• Deepening our understanding of diversity, equity and inclusion through learning, engagement with others and personal reflection;
• Valuing the lived experiences and perspectives of others while nurturing and understanding the differences between us;
• Rejecting all forms of prejudice, discrimination and racism; and
• Advancing integrity, justice and civility among and between us.

Physical Demands
The job responsibilities are performed in an office area and presentation venues. Travel by car required. The job has intermittent periods during which continuous physical exertion is required, such as independent mobility between work areas, standing, sitting, stooping, bending, climbing, lifting material or equipment, some of which may be heavy or awkward (8 - 45 pounds). Typically requires regular use of one or more physical senses of medium intensity and long duration. Must meet reasonable deadlines, quotas or demands for accuracy, and may be involved in some mildly unpleasant situations.

Minimum Qualifications

1. Some post-secondary education from an accredited college or university AND at least one (1+) year of relevant experience; OR two or more (2+) years of relevant experience. At the time of application, attach unofficial transcripts showing successfully completed coursework, if applicable.
2. Professional experience in an active, multi-tasked, automated work environment.
3. Ability to work with MS Word, Excel, and Outlook or similar level applications at an intermediate level.

Preferred but not Required

1. Associate degree from an accredited college or university.
2. Experience working in a data system; data entry and information retrieval.
3. Experience with payment processing and cash drawer reconciliation.

Proposed Salary
According to the published support staff salary schedule, Classification Pay Grade 12, 2025-2026 starting hourly wage range, step one $19.45 to step five $24.06. Internal applicants may refer to Article 22, Section 5B.

Special Instructions to Applicants
To be considered, all required materials must be submitted no later than Monday, August 18, 2025, at 9:00 a.m. EST, and it is the responsibility of the applicant to ensure all required materials are submitted by the closing date and time. Only online applications will be accepted - any paper applications will be rejected and returned to the applicant. As part of the interview process, applicants will be given a skills test. If you have questions regarding our online application process, please call 269 565-2074 or e-mail hr@kellogg.edu.

To apply, visit https://jobs.kellogg.edu/postings/2828

External Closing Date
08/18/2025

Job Duties

Essential Function: Registration Processing

• Establish and verify student residency, including resolution regarding address issues.
• Perform data entry and record keeping functions regarding, student registrations, student schedule adjustments.
• Perform data entry to assist other college departments (e.g., admissions applications, ACT/SAT/PSAT scores, transcript processing).
• Process incoming official high school and college transcripts to conduct initial data entry of transfer courses and other documents using document imaging software with integrated workflows.
• Provide assistance with graduation processes.

Essential Function: Student Assistance

• Assist students with navigation of college resources/processes.
• Provide direction with technical and non-technical questions regarding college and/or department services and procedures.
• Discuss concerns, questions, and/or complaints to obtain information and identify problems.
• Liaison between college departments to connect students and staff with those who can best assist them.

Essential Function: Business Transactions

• Payment processing for tuition, transcript requests, testing services, graduation, PTK fees, and entering financial transactions to appropriate accounts.
• Reconcile cash drawer.

Essential Function: Department Assistance

• To ensure understanding, serve as a partner to educate stakeholders, such as students and non-departmental employees, on key services, policies, and procedures related to Records and Registration.
• Under the direction of Registrar's Office leadership, assist with orienting new department employees to departmental practices, processes, and procedures.