"Registrar"

Registrar

Company: High Desert Medical College

Job Location:

Category: Registrars

Type: Full-Time

Email: mkarimkhani@hdmc.edu

Summary:

Responsible for the accuracy, security, maintenance, confidentiality, and integrity of physical and electronic student records. The Registrar will frequently interact with staff, students, and external parties regarding student records content. In addition, the Registrar is responsible for observing and monitoring school and proper adhere to all reporting guidelines.

Essential Duties and Responsibilities:

• Create and maintain student files in accordance with California laws and regulations
• Track receipt of student records and follow up with prior schools to obtain any missing documents
• Receive incoming student records and add to student files
• Receive requests for records for withdrawn students and prepare and send student files
• Upon receipt of records enter any needed student information into the Student Information System (SIS)
• Act as point of contact for all requests for student information from schools and county agencies, and collaborate with administrative team to prepare any information needed to respond to such requests
• Ensure completion of withdraw forms and process of student withdraws daily in the school Student Information System (SIS)
• Track new enrollment approvals and inform school stakeholders of student start dates
• Establish and maintain a positive rapport with, students, parents, staff, school administration, and other stakeholders
• Maintain confidentiality concerning all student information and any professional matters
• Utilize effective time management
• Assist when needed with the SLE’s.
• Checking the transcript and the student enrollment documents to determine that:
• Each student has an official transcript for grades transferred in
• Transcripts have appropriate progression plans, signatures, and seals
• All grades and courses are posted and up to date
• Complying with procedures for the requesting and retrieval of grades for transfer students, the recording of these grades, and the distribution of grades to all appropriate school personnel involved in the data flow process
• Communicate with parents as needed, which includes but is not limited to:
• Calling students and parents
• Emailing and texting students and parents
• Meeting students and parents in virtual setting
• Returning all communication ASAP but no longer than 24 hours later
• Communicate with teachers and administration as needed, which includes but is not limited to:
• Calling and/or emailing teachers as needed
• Returning phone calls/e-mails ASAP but no longer than 24 hours later
• Attending all in-person meetings as scheduled
• Attending all staff meetings; attending and participating in all school trainings and meetings.
• Other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have experience in data entry into student database, knowledge of Family Educational Rights & Privacy Act Regulations, Knowledge of National, and State Regulations as well as Accreditation Policies and Procedures and general office procedures. This position requires the ability to communicate effectively at all levels of the organization. Effective interaction across departmental boundaries must be maintained.

Education and/or Experience:

• Ability to work comfortably with people.
• Self-starter.
• Able to work on their own with little director.
• High School Diploma or equivalent required; one-year experience with operations in a registrar’s office; or equivalent combination of education and experience.

Equipment Used:

• Computers, phone, fax machine, xerox machine.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person