Registrar Support Assistant II

REGISTRAR SUPPORT ASSISTANT II

HAROLD WASHINGTON COLLEGE

CITY COLLEGES OF CHICAGO

PRIMARY OBJECTIVE

Reporting to the Registrar or Assistant Registrar, a Registrar Support Assistant II reviews student transcripts from institutions of higher education to match credit courses to CCCs courses for the transfer of eligible credits to the academic records of students transferring into and/or attending CCC.

Harold Washington College is proud to be a member of the Caring Campus network. Caring Campus is a model of professional development that works to implement strong and consistent behavioral commitments for all employees in regard to how they interact with students. As a result of this work, employees become engaged with students on a level that has not occurred before. The core benefit of this work is making a connection with students, many of whom have not had an adult who has cared about them in an educational system.

Registrar Support Assistant II positions apply established processes and procedures and use the Transfer Evaluation Systems (TES) and Campus Solutions (CS9) in the performance of duties; post/enter transfer credits onto (CS9) to update student records; and assist in maintaining the accuracy of the TES database. Some positions maintain the college's year-round course schedule in coordination with the Registrar and the Office of Instruction. The Registrar Support Assistant II also performs duties to support the day-to-day activities of the Registrars Office. Performs related duties as required.

ESSENTIAL DUTIES

• Reviews official college transcripts to become familiar with grade key/legend and to ensure transcripts meet eligibility guidelines for acceptance and evaluation.
• Navigates TES using a multi-step process to comparatively review course descriptions and identify whether an equivalency (i.e. rule) exists matching external courses with equivalent CCC courses.
• Checks if identified equivalency is current and accurate by comparing course descriptions; informs supervisor of any issues or discrepancies between the external course and the CCC equivalency.
• Identifies potential new equivalencies when no rule/equivalency exists for a course. Applies set procedures including comparatively evaluating CCC and external course descriptions in TES for similarities and reviewing catalogs/ course descriptions from other institutions.
• Proposes new or amended transfer credit rules based on comparative evaluations. Submits recommendations for review and approval along with support documentation based on established district and departmental procedures.
• Informs supervisor of need to build new records in TES for courses that are not in the database.
• Posts approved transfer credit evaluations onto student records. Uses CS9 to enter, merge, and upload data onto student records; verifies data from TES system matches data in CS9 records.
• Posts placements test waivers in CS9 including foundational English and Math courses on transcripts in compliance with CCC policies.
• Responds to inquiries and explains results of transcript evaluations and the transferable credits applied to student accounts. Escalates inquiries to supervisor for final resolution as needed.
• Self-audits work to check for accuracy of data entry and ensure that posted equivalencies and credits are accurately reflected in students academic records.
• Participates in ongoing training to remain current with CCCs transfer credit evaluation procedures and processes, TES database functions, and other training relating to the Office of the Registrar.
• Complies with FERPA/ADA and other applicable laws pertaining to academic records.
• Performs all of the duties of a Registrar Support Assistant I.

Course Scheduling (Truman College ONLY)

• Prepares and maintains college's year-long schedule allowing for student registration to credit courses, in coordination with the Registrar, Dean of Instruction, and other key stakeholders.
• Maintains templates for each department to build courses and track completion for each semester based on updates from the Office of Instruction.
• Enters class data into Campus Solutions (CS9) student information system to build each semester's schedule of classes by department (e.g. section; session; time; date, hybrid, online).
• Revises class schedules to reflect cancelled classes and other changes prior to start of semester.
• Quick enrolls students in cases where a class has been cancelled and changed to a new class.
• Maintains records of course scheduling templates and documents.
• Monitors contact time to ensure accurate scheduling time
• Attends course scheduling meetings

REPORTING RELATIONSHIPS

Reports To: Registrar or Assistant Registrar

Direct Supervision: None

QUALIFICATIONS

• High School diploma or equivalent (such as HiSET or GED) and some college required. An Associate degree from an accredited college or university preferred
• Three years of experience in a college environment required, preferably in a Student Services department, e.g. Admissions, Advising, Registrar, Enrollment
• Experience in transfer credit evaluation work and TES strongly preferred
• Experience using PeopleSoft Campus Solutions 9 (CS9) preferred
• Equivalent combination of education, training, and experience may be taken into consideration

The following generally describes, and is not inclusive of all, the Knowledge, Skills, and Abilities required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties

• Knowledge of operations and services provided by the Office of the Registrar
• Strong critical thinking skills with superior attention to detail
• Excellent customer service skills
• Excellent verbal and written communication skills
• Strong organizational and time management skills
• Strong data entry skills with emphasis on accuracy and attention to detail
• Ability to work in a culturally diverse environment
• Ability to maintain confidentiality of student records
• Proficiency in the use of Microsoft Office (Word, Outlook, Excel)

Approved by Compensation Design & Strategy Date: March 14, 2025

Offered salary will be determined by the applicant's education, knowledge, skills and abilities, as well as other factors such as internal equity.

Benefits information is found at Health and Benefits - City Colleges of Chicago

WE OFFER: Excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.

Approved by Compensation and Classification Date: 7/23/14

The intent of this job description is to provide a general description of the duties and responsibilities of this position. It is not intended to be an exhaustive set of the duties and responsibilities, nor all of the necessary qualifications to perform the work.