Job Description
Registrar and Student Information Systems Coordinator
The Registrar assumes primary responsibility for the technical and clerical recordkeeping duties and functions related to the permanent academic records at the Army and Navy Academy. This position is eligible to participate in Academy health, retirement, and time off benefits and will have generous access to scheduled Academy-provided meals, while on duty and on campus, under Academy policies and eligibility requirements.
- Flexible part-time schedule, non-exempt, hourly
- Hybrid / remote work opportunities
- Professional, independent position
- Opportunity to design and implement efficient registrar processes
- Small campus with direct impact on student success
Expected workload to be 20-30 hours per week during most of the year. Up to 40 hours during peak periods (registration, preparing for the beginning of school, grading periods, graduation, scheduling, etc.).
PAY WILL BE BASED ON EXPERIENCE: $30 - $38 PER HOUR
ESSENTIAL FUNCTIONS may include:
(Incumbents may perform any combination of the essential functions shown below. Duties may vary. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements.)
- Perform various technical and complex clerical record-keeping duties related to the permanent records of students according to established policies and procedures and in compliance with State education code, privacy, and archiving.
- Utilize student information system to establish, maintain, and monitor student records, grades, coursework compiled, and credits earned for graduation; compute grade point averages; communicate with counselors and other guidance staff, teachers, administrators, parents, and students; ensure complete and accurate records.
- Prepare and maintain permanent records, cumulative and special education files, and demographic information on past, enrolled, and incoming students; request necessary records and initiate telephone and written communication with previous schools related to student record history.
- Interpret and analyze incoming student national and international transcripts and transcribe them to conform to State and Academy requirements; enter student grades in the computer system to create a course history file and transcript; notify counselors of student credit deficiencies or unusual placement possibilities.
- Retrieve files and print transcripts; process and forward transcripts, secondary school reports, and records to colleges and other institutions from student permanent records according to established guidelines and procedures; ensure compliance with deadlines and requirements to assure potential student acceptance; verify student information for athletic eligibility, school admissions, background checks, and other inquiries.
- Maintain and report new courses and update additions, deletions, and course changes with the NCAA Clearinghouse.
- Prepare an accurate list of graduates’ names for the commencement program and perform registrar-related functions to support students and administration for commencement ceremonies.
- May be assigned to perform regular and/or relief duties in other clerical recordkeeping functions of the Academic office; input data, compile reports, and compose letters and other correspondence related to assigned activities.
- Perform duties as assigned that are reasonably related to the job classification.
MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE:
A combination equivalent to graduation from high school and three years of increasingly responsible
clerical experience, including at least two years of experience in a school setting performing student
recordkeeping duties and involving extensive public contact.
LICENSES AND OTHER REQUIREMENTS:
Typing/keyboarding certificate at a net, corrected speed of 40 words per minute.
Possession of a valid California driver’s license and availability of a private vehicle may be required for
(mileage expense allowance provided).
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Transcript evaluation and student enrollment procedures and requirements.
District curriculum and detailed course descriptions.
State and District requirements for graduation.
State regulations regarding permanent student records maintenance and confidentiality.
Assigned computer software and applications including Microsoft Word, Google /Google Classroom, and the Student Information System (AERIES, Blackbaud).
Modern office practices, procedures, and equipment, digital literacy, and proficiency in digitizing, separating, and combining files using Adobe Acrobat and navigating various websites to submit records.
Accurate record-keeping methods and practices.
District organization, operations, policies, and objectives.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Telephone techniques and etiquette.
Oral and written communication skills.
ABILITY TO:
Interpret, organize, compile, and evaluate coursework and credits, grades, test scores, and other
student data including national and international student transcripts.
Learn the Academy curriculum, course descriptions, accreditation of schools, and verification procedures.
Assist in other clerical functions of a school office.
Utilize effective problem-solving skills.
Plan and organize work.
Read, interpret, apply, and explain rules, regulations, policies, and procedures.
Establish and maintain cooperative and effective working relationships with others.
Maintain accurate records and prepare reports.
Keyboard/type at a net corrected speed of 40 wpm.
Perform basic math calculations quickly and accurately.
Work independently with little direction and with frequent interruptions.
Work confidentially with discretion.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and timelines.
Communicate effectively both orally and in writing.
WORKING CONDITIONS:
ENVIRONMENT:
Office setting.
PHYSICAL REQUIREMENTS:
Hearing and speaking to exchange information; seeing to perform assigned duties; sitting for extended
periods; dexterity of hands and fingers to operate a computer keyboard and other office
equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders, and horizontally, to retrieve and store files and supplies; lifting light objects.
All qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, or sex.
Qualified applicants who have access to or contact with students or the public, are responsible for safeguarding others’ well-being, and work with little supervision in close proximity to others will be required to complete a criminal history check once a contingent offer of employment is made. Under local law, applicants with arrest or conviction records will be considered for employment. The nature and gravity of an offense, the length of time since the conviction, and the nature of the job in question are all considered, and criminal convictions do not automatically disqualify employment. Any discussion of criminal history will occur only after the background check is completed and a copy is provided to the applicant.
