Equal Opportunity and Nondiscrimination Statement

In addition to its commitment to a harassment-free educational and working environment the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race color religion sex (including gender pregnancy childbirth or related medical conditions) gender identity gender expression national origin ancestry age physical disability mental disability medical condition or medical leave marital status sexual orientation or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont CA

Job Posting Title:

Job Details and Requirement:

BASIC FUNCTION:

The Assistant Registrar Operations and Technology is responsible for the application of technologies that support operations and research and development of new systems and technologies. The Assistant Registrar Operations and Technology manages transfer credit evaluation study abroad credit approval data conversion cleaning and validation and related services that support the maintenance of student records. The Assistant Registrar Operations and Technology works cooperatively with academic departments and administration to provide members of the Claremont McKenna College community with an accurate interpretation of academic policies procedures and requirements to ensure that they are applied fairly and consistently. The Assistant Registrar Operations and Technology maintains the integrity and confidentiality of student academic records and provides a high standard of customer service. The Assistant Registrar Operations and Technology and assists in the maintenance of the degree audit system and implementation of additional student information system functionality with an emphasis on data integrity best practices streamlining and improvement of processes and workflows training and documentation and supports the Claremont McKenna College and Office of the Registrar strategic plan.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Registrar and Assistant Vice President for Academic Affairs the Assistant Registrar Operations and Technology works independently and collaboratively to perform the following essential duties and responsibilities:

• Assist with providing clear direction and oversight of all department activities and personnel as the backup for the Registrar/AVP as directed.
• Provide support to the Registrar/AVP in systems maintenance.
  • Support the Registrar/AVP in assessing the technical needs of the Office of the Registrar including but not limited to exploring new software options working closely with Information Technology Services (ITS) department regarding the offices technology needs.
  • Support the Registrar in identifying and collaborating with ITS to implement student information system improvements to streamline academic processes within the Office of the Registrar and to maintain troubleshoot and enhance our student information system and related systems.
  • Coordinate data conversion cleaning and validation requirements in various systems implementation projects.
  • Assist with regression testing and troubleshooting various information systems and technical products.
  • Maintain the CMC academic calendar final exam schedule and other related schedules and calendars that serve the Claremont Colleges related to Registrar operations.
• Provide support to the Associate Registrars with degree audit programming and maintenance.
  • In collaboration with the Sr. Associate Registrar program and maintain major and minor degree requirements in the student information system.
  • Support the Associate Registrar Director of Advising with processing substitutions and waivers in the degree audit module in the student information system.
  • Assist with translating academic requirements into degree audit system coding and updating requirements to reflect curricular changes.
• Support the Sr. Associate Registrar and the Registrar/AVP with internal and external reporting.
  • Assist Sr. Associate Registrar and Registrar/AVP with responses to internal and external requests for regular and ad hoc reporting including developing custom reports and queries as needed for the offices reporting needs.
  • Develop reports related to low-grade notices leaves withdrawals admitted transfer students and other reports related to areas of responsibility.
  • Support the Sr. Associate Registrar with census data validation National Student Clearinghouse reporting and other reporting needs.
  • Ensure data standards and validity.
  • Use business intelligence systems (i.e. Cognos Power BI) including ad hoc reporting to proactively identify problems and support informed decision making in the Office of the Registrar and other areas of the College.
  • Develop reports for other offices and departments as requested.
• Manage transfer credit evaluations study abroad credit approval and support degree progress audits.
  • Research and evaluate incoming transcripts and other academic records for equivalency and transfer credit using independent judgment and the application of complex and specialized academic rules and regulations. Analyze course descriptions and syllabi for content level unit value and grading system using online curriculum resources college catalogs class schedules and other reference material. Verify the institutions accreditation status convert quarter and semester units to CMC credits; apply course repetition and limitation policies where applicable. Assist with determination of transfer student class standing.
  • Document transfer evaluation decisions and recommendations; provide explanations of complex rules and regulations to students in the event of denial of credit transfers.
  • Evaluate and record AP IB and other pre-matriculation credit.
  • Manage the review and approval of study abroad credit.
  • Provide support to the Associate Registrar Director of Advising with degree progress review and student and advisor questions as needed.
• Serve as a School Certifying Official with the Veterans Benefits Administration (VA) and act as back up to the Sr. Associate Registrar for VA form processing and enrollment certifications.
  • Support the Registrar/AVP in providing leadership and mentorship to office staff.
  • Assist with mentoring and training office staff to ensure that office and day-to-day functions operate efficiently.
  • Assist team in setting priorities managing office workflow and documenting processes. Represent the Office of the Registrar on committees and work groups related to areas of responsibility.
  • Substitute for the Registrar/AVP on committees as needed.
  • Promote existing and new programs and/or policies to campus community.
  • Remain informed and current through self-directed professional research developing professional contacts with colleagues attending professional conferences and attending training as required.
• Provide support as needed to colleagues within the Office of the Registrar and across the other divisions to ensure the efficient effective operations of student services at Claremont McKenna College. Coordinate special projects tasks and duties and provide assistance as assigned.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities.
• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: Bachelors degree from an accredited university or four years equivalent combination of education and experience is required.

EXPERIENCE: A minimum of three years of higher education experience is required.

LICENSES: A valid drivers license or equivalent alternate form of transportation to off-site meetings and events is required.

REQUIRED KNOWLEDGE SKILLS and ABILITIES: Individual must possess knowledge skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed with or without reasonable accommodation using some other combination of knowledge skills and abilities.

• Demonstrate effective accurate and clear communication with excellent/strong verbal written interpersonal reading phone and customer service skills. Follow all written and verbal instructions asking questions as needed for clarification of projects tasks duties and assignments.
• Ability to develop and maintain an overall working knowledge of Claremont McKenna Office of the Registrar/student records operations and procedures and their intersection with student systems.
• Use exceptional/strong organizational and time management skills to complete work with accuracy and a keen attention to detail.
• Skill in assessing and re-engineering operations and processes.
• Operate computers proficiently with basic Microsoft Office software (such as Word Excel Outlook) and associated professional software. Use assigned technology devices and equipment to achieve annual goals and maintain confidentiality.
• Enforce the Family Educational Rights and Privacy Act (FERPA) regulations and maintain confidentiality as required; advise constituencies on FERPA and student privacy restrictions.
• Ability to maintain sensitivity to and understanding of the diverse academic socioeconomic cultural ability gender identity sexual orientation and ethnic backgrounds of the Claremont McKenna community. Use of tact discretion courtesy and patience in dealing with sensitive situations.
• Prioritize and perform multiple projects/tasks while retaining focus on team goals. Meet deadlines and timelines respond to others in a timely manner handle interruptions from students and incoming phone calls.
• Maintain a high standard of integrity and ethics. Display curiosity initiative and a positive attitude.
• Ability to work collaboratively and effectively both as a member of the Office of the Registrar and independently. Desire to be a team member on collaborative projects and implementation of new initiatives.

REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m. Monday through Friday. Regular hours may vary due to needs of the College or division.

CLASSIFICATION AND STATUS: This is a regular full-time 12-month non-exempt benefits-eligible position.

Supervisor AB1825: No

Mandatory Reporter CA Penal Code: Yes

Responsible Employee Title IX:No

Campus Security Authority The Clery Act: No

IPEDS Category Job Code: 25-2000/25-3000/Student and Academic Affairs and Other Education Services Occupations

PHYSICAL REQUIREMENTS: Sedentary (up to 10 lbs.)

PAY RANGE: The anticipated pay range is $35.00 - $37.50 per hour.

SUPERVISORY RESPONSIBILITY: None

REPORTS TO: This position reports to Registrar and Assistant Vice President for Academic Affairs

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Employment is contingent on the satisfactory results of the aforementioned in addition to compliance with the requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to this position. Duties and responsibilities can change and develop over time; accordingly the College reviews job descriptions on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is at-will meaning that the terms of employment may be changed with or without notice with or without cause including but not limited to termination demotion promotion transfer compensation benefits duties and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding employees and the College retain the right to terminate the employment relationship at will at any time with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications consistent with applicable state and federal laws without regard to race color religion sex sexual orientation gender identity gender expression pregnancy breastfeeding or related medical condition national origin ancestry citizenship age marital status physical disability mental disability medical condition genetic characteristic or information military and veteran status or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources 528 N. Mills Avenue Claremont California 91711-4015 . All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or for aliens documents verifying legal permission to work in the United States applicants acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the Colleges automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individuals disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College the selection of an accommodation will be at CMCs discretion. To request disability accommodation for any part of the application or hiring process please contact Human Resources at or for assistance.