Registration Specialist

Position Summary

Provide assistance to students and other constituency groups by phone, e-mail and in-person for such things as course registration, transcript ordering and fulfillment, online forms, enrollment and degree verification, and applying to graduate. Promptly and accurately maintain student records.

Description of Key Responsibility

1. Respond to telephone, e-mail and in-person inquiries regarding registration policies and procedures, general college policies and student record verification and/or directory information concerning present and past students. These inquiries at all times must be responded to in accordance with College and Federal policy on release of information. Ensure that information is released about students that may only be rightfully released.
2. Review and process forms submitted by e-mail or in-person. Ensure that forms provide complete information with appropriate signatures and appropriate supporting documentation, following up with students as necessary. Update student records accordingly with registration requests and changes, prerequisite waivers, major/minor declarations, address and name changes, etc.
3. Provide support to students, faculty and staff in all registration matters. Interpret and explain college requirements, policies and procedures.
4. Verify degrees and enrollment for verification requests received through the National Student Clearinghouse. Provide specialized verification letters to students upon request.
5. Draft and provide verification letters to students requested for good Student discounts, loan deferments and various enrollment and degree verification needs.
6. Oversee the transcript request and production process by serving as liaison to Parchment (transcripts vendor). Investigate transcript order issues and collaborate with Parchment representatives in resolving them.
7. Monitor incoming official transcript orders and maintain hold lists and release lists in accordance with College policy and Illinois state law. Maintain record of official transcripts withheld per fiscal year, for annual reporting of financial-based transcript holds as required by Illinois state law.
8. Oversee the diploma printing process, serving as liaison to Paradigm (diploma vendor). Place end-of-term and reprint/replacement diploma orders, handle customer service inquiries from students, resolve production issues with vendor.
9. Obtain and maintain Illinois Notary Public commission. Provide notary services for college documents to students and college officials in accordance with Illinois Secretary of State Regulations.
10. Liaise with multiple third-party vendors and place supply orders as needed. Maintain departmental supplies, including but not limited to diploma covers, mailing envelopes, transcript logo paper and office forms. Perform routine office functions such as copying and filing, and, on occasion, oversee student workers assigned to these tasks.
11. Develop training materials on new vendor software/procedures. Train colleagues on vendor-based systems and provide ongoing support.
12. Update and maintain the online calendar of event assignments (non-course) for all general purpose classrooms.
13. Provide administrative support to the Registrar and Associate Vice President for Academic Affairs and Dean of Student Success.
14. Support the College's mission, vision and values, and contribute to the advancement of the College's Strategic Plan.
15. Demonstrate a strong commitment to continuous quality improvement.
16. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative, and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
17. Perform other related duties and tasks as assigned.

Education/Training

An associate's degree or equivalent is required; bachelor's degree preferred.

Experience

At least one year of professional office work is required, with database data entry preferred. Experience in college records administration is highly preferred.