OVERVIEW:

The core mission of Southeastern College is to provide targeted educational services that meet community needs. The Registrar builds and schedules the academic programs and educational services delivered at the campus level. The Registrar also maintains all student transcripts and academic records. To meet this end, the Registrar must work closely with the Dean and the rest of the campus staff.

BUSINESS CONTRIBUTIONS:

The Registrar is responsible for scheduling educational programs and maintaining records. This is accomplished through:

Building and maintaining student course/program schedules for the campus
Vetting student transcripts and admissions documentation
Maintaining accurate paper and electronic student files and official documentation

ESSENTIAL FUNCTIONS:

Enrollment:

The Registrar is involved in conducting status verifications during the enrollment process. To accomplish this, the Registrar must:

Review enrollment files forwarded from Admissions
Verify student documentation: passports, financial statements, visas…
Verify enrollment for employers, insurance, federal government, scholarships, military service… (produce confirmation letters)
Participate in orientation and pre-registration

Transcripts:

The Registrar is responsible for transcripts for both incoming and graduated students.

Incoming Students

Determine need for transcripts of incoming students (high school/college)
Request or work with student prospects to acquire transcripts
Research and evaluate degree granting institutions for legitimacy
Conduct background checks when required
Review entrance requirements
Evaluate proof of identity
Make preliminary determination for acceptance and forward to Dean
Meet with students to resolve documentation issues
Review consent-release forms

Graduated Students

Maintain Southeastern College transcript records and graduate files
Review student/graduate requests
Clear requests with Bursar

Scheduling and Registration:

The Registrar oversees the process of academic scheduling for the campus. To accomplish this, the Registrar must:

Build classes in the C2K system according to Campus Wheel (master scheduling document)
Meet with students – determine scheduling issues and any accommodations
Create general education and program schedules for individual students
Review program wheels
Assess student general education requirements
Assess any student transfer credits
Assess student status in program wheel
Schedule re-entries
Monitor and reconcile drops/withdrawals
Distribute admit/drop slips to faculty
Monitor international students (status) on monthly basis

Documentation:

The Registrar is responsible for maintaining student documentation. To accomplish this, the Registrar must:

Ensure proper documentation
Scanning documents into DRS
Maintaining paper files
Maintain and track all student files (signatures, documentation…)

Faculty/Student Progress Management:

The Registrar is responsible for updating and maintaining progress management. To accomplish this, the Registrar must:

Prepare and print rosters daily and distribute to faculty
Distribute change of status notifications to Faculty
Collect and input attendance daily into C2K system (or twice daily depending on campus size)
Student course/faculty evaluations: build, proctor, and input course evaluation surveys
Input pre-post test scores for each course
Input final course grades and grade changes
Post final grades
Review serious student concerns/complaints

On-line Liaison (For Certain Campuses):

Sometimes students attending a local Southeastern College campus will either opt for partial or full change of status to on-line campus. In these cases, the student will typically remain a student of the particular campus and thus the Registrar will act as a liaison between the student and the Southeastern College on-line campus. To accomplish this, the Registrar must:

Conduct in-person orientations for on-line students
Work with the Southeastern College On-line Campus Registrar

PHYSICAL DEMANDS:

The physical demands are those required in a typical professional office setting: communicating with coworkers and getting to and from appropriate on and off-campus appointments.

WORK ENVIRONMENT:

Professional office setting: moderate noise levels; controlled indoor climate.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

LOCATION:

This position is an onsite position located at your campus unless otherwise determined by the Executive Director and/or designee. Any changes must be reviewed by the Campus President and all final approvals must come from the Executive Director and/or designee.

Job Specification Registrar

Knowledge, Skills, and Experience

The Registrar is responsible for evaluating transcripts/admissions documentation, maintaining student records, and creating student course/program schedules. This includes working closely with the Dean to ensure Faculty and staff from other departments work together to ensure that the proper information flows to the Registrar.

Below is an inclusive but not exhaustive list of various knowledge, skills, and other characteristics that are necessary for effective performance in the Registrar position.

-Knowledge:

Academic administration
Curriculum scheduling
Business planning
Student affairs

-Skills:

Time management – preparing and scheduling students, reconciling scheduling conflicts, and making the appropriate accommodations
Goal setting – setting reasonable, yet high targets, and creating a plan for attaining those targets
Planning – organizing and prioritizing the needs and goals of several programs and departments

-Experience: Experience in an academic environment and particularly in a career college environment is of particular importance. Work experience in the following areas is highly valued:

Academic administration (college/university level)
Career college administration (admissions, academics, or registrar)
Professional/executive education (administration)

Education and Training:

At Southeastern College, the Registrar oversees a key administrative process that central to ensuring a quality education for all students. All Registrars should, at a minimum, have a Associate’s degree but an Bachelor’s degree is preferred.

For consideration, only online applications will be accepted. For further information, you may contact your local campus. Campus contact information listed on our website at www.sec.edu

Thank you for your interest in our school system. Our schools prohibit discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, genetic information, veteran status, or any other status protected by applicable law to the extent prohibited by law.

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