Registrar

The Registrar is responsible for ensuring the integrity accuracy and security of all academic records interpreting and enforcing policies of the College and FERPA; and partnering with academic units to create and record curriculum for students. This position also manages the technology applications used in Enrollment Services such as the Jenzabar Student Information System National Student Clearinghouse etc. The Registrar serves as the primary project leader for implementing new technologies testing technology upgrades and training staff on new technologies related to student records. The Registrar also serves as the primary point of contact for academic areas to provide expertise in grade submission attendance withdrawal deadlines administrative course changes the academic calendar and many other student record functionalities.

Open Until Filled.

First consideration will be given to applications received by July 24th 2025.

Leadership and Planning (approx. 45% of Time)

1. Provides expertise to academic leadership and other Student Services and college areas pertaining to FERPA regulations the interplay of student records with each of these areas and the impact of curricular or other policies on student enrollment and graduation pathways.
2. Ensures compliance with all federal state and institutional policies for enrollment graduation and certification of students.
3. Serves as the primary steward of all student records and ensures the accurate recording of academic curriculum for students.
4. Serves as an ex-officio member of Curriculum Committee and Instructional Council to support curriculum development and revision.
5. Ensures staff knowledge of and institutional compliance with federal/state/College regulations policies and guidance related to programs and curriculum. Supports accreditation standards documentation and reporting. Communicates the impact of potential legal or regulatory changes that impact the College.

1. Provides oversight for data security acceptable use and data dissemination of student records including acting as a key administrator concerned with the confidentiality of student academic records in compliance with academic policies and FERPA regulations.
2. Directs the on-going use enhancement and maintenance of Registration Services systems including Jenzabar Student Information System and the National Student Clearinghouse transcript and reporting system
3. Coordinates with Integrated Technology Services to test and implement technology or software upgrades.
4. Oversees critical Records Office processes such as the grading process creation of academic terms updating and release of student records.
5. Maintains the official college course outlines; responsible for production of catalog proofs document for consistency of style and accuracy of information and researches and resolves inconsistencies of data.
6. Responsible for graduation audits. Oversees preparation of preliminary graduation audits and gives final approval before degrees are conferred. Oversees ordering and mailing of diplomas to graduates.
7. Verifies and provides enrollment data requested by various agencies and complies with all federal privacy regulations and with all state and federal reporting requirements.

1. Oversees and ensures appropriate maintenance and protection of all current and historic student records.
2. Oversees all student records functions to ensure accuracy of student records (i.e. grade changes change of majors credit for prior learning drops for non-attendance academic standing study abroad coursework etc.)
3. Directs the execution of communication plans to achieve accurate and timely dissemination of essential information for enrolled students each semester.
4. Responsible for the development of the Steps to Enroll College Now academic calendars Records Office timeline National Student Clearinghouse transmission schedule and creation of parts of term for the course schedule.
5. Provides support to faculty and staff by resolving escalated situations pertaining to academic records academic standing or graduation.
6. Supervises trains and evaluates Transcript Evaluator and Scheduling/Curriculum Technician.
7. Prepares and recommends annual departmental budget to administration manages budget processes and approves and monitors expenditures.

REQUIRED QUALIFICATIONS

Education: Bachelors degree in education administration or related field.

Experience: Five (5) to Seven (7) years of progressively responsible experience in higher education admissions recruitment outreach and marketing AND two (2) years of supervisory experience.

Proficiency in word processing and ability to learn a variety of computer software.

Ability to communicate effectively in an educational setting.

Successful applicants for this position must possess the following knowledge skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job with or without reasonable accommodation:

• Ability to communicate effectively both orally and in writing using the English language with or without the use of an interpreter.
• Ability to work with adult learners traditional age students agency partners and college staff.
• Knowledge of college systems of a sufficient level to advise students in the knowledge skills and attitudes requisite for success in post-secondary courses and programs. Knowledge of the world of work assessment testing and the transfer process.

• Ability and willingness to manage a flexible work schedule with self-discipline including travel various hours and possible weekends/evenings as well as workdays at other college locations.
• Exhibit a high level of technology literacy including knowledge of retail systems and computer software and hardware. Ability to use internet searching Microsoft Outlook Word and Excel as needed. Able to learn and function in the Colleges information management system and learn new software as needed.

• Ability to maintain professionalism confidentiality and objectivity under constant pressure. Ability to maintain strict confidential communications with schools parents staff participants and community partners.
• Sufficient interpersonal skills that will consistently cultivate positive relationships with internal and external constituencies.
• Thorough knowledge of supervisory principles. Ability to evaluate employees and programs both empirically and holistically and to prescribe and develop methods for improvement.

PREFERRED QUALIFICATIONS

Masters degree.

SPECIAL REQUIREMENTS OR LICENSES

N/A

JOB TITLE: Registrar

LOCATION: Coos Bay Campus

FTE: 40 hours/week (1.0 FTE)

ORGANIZATION: Southwestern Oregon Community College

PAY LEVEL:37 (Steps 1-5 for initial placement)

EXEMPTION STATUS:Exempt

PHYSICAL REQUIREMENTS: Attached

REPORTS TO:VP of Instruction and Student Services

CLASSIFICATION: MASSC

REVISION DATE: July 2025

SUPPLEMENTAL INFORMATION

Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.

For assistance with this please email For technical assistance with your application please call .

Please note: We recognize that our application process can be lengthy so before you begin please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions the system may automatically screen you out from further consideration.

Required documents must be provided at the time of application. Please remove any personal information such as photographs date of birth gender social security number and other protected information from your containing protected information will be considered incomplete. Incomplete applications will not be considered.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable). For this reason please be sure to include everything in your application that you want the college to consider towards placement.

The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

Final candidates will be subject to a criminal background check as part of the employment process.

REASONABLE ACCOMMODATION STATEMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

This job description is a general description of essential job is not intended as an employment contract nor is it intended to describe all responsibilities skills effort or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties.

VETERANS PREFERENCE STATEMENT

Applicants are eligible to use Veterans Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225 408.230 and 408.235; and OAR and . Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED:

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) OR Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
  • You can request copies of your military service record through the National Archives website at: information regarding Veterans Preference qualifications visit the following website: is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race color gender marital status sexual orientation religion national origin age political affiliation parental status veteran status or disability in any educational programs activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga or TDD . All other issues concerns and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager.

    
    

    Annual Campus Crime/Annual Fire Safety (Clery Act) Report

    The Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee you have a right to obtain a copy of this information. You may review this information here:Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at .