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 Records and Registration Coordinator performs a wide range of functions related to student services such as the first line of support for registration general email account responsibility and phone and front counter supervision. The Records and Registration Coordinator answers student faculty staff and alumni queries pertaining to College policies particularly regarding records and registration; conducts end-user testing of various office systems; enters maintains and validates the accuracy of historical and contemporary academic data; troubleshoots technical issues; assists with new systems implementations; and assists with a broad range of technical and administrative tasks. The Records and Registration Coordinator provides quality assurance and technical support for the Office of the Registrar. The Records and Registration Coordinator is responsible for processing scanning and indexing all student forms. This position also provides administrative support for placing orders and tracking invoices maintenance of supplies and many other general office duties.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

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

• Deliver positive proactive service to Claremont McKenna College and The Claremont Colleges students staff and faculty and to any members of the community seeking assistance from the office.
• Process scan and index student forms (major change advisor change grade type change address change etc.) as well as index historical information and documents in document management system.
• Ensure the accuracy of all electronic and hard copy records particularly the data stored in the student information system (SIS) and OnBase through regular quality assurance review of electronic data coordination of hard copy document maintenance in accordance with institute policies.
• Manage Registrar email account phone lines and provide front desk support.
• Closely monitor the Parchment e-transcript queue and fulfill orders as may be necessary and resolve issues.
• Assist with entering transfer credit pre-matriculation and study abroad work.
• Support degree clearance processes and degree progress audits for commencement candidates to ensure on-time progress toward degree.
• Ensure that the front office is prepared for upcoming events and deadlines.
• Under the direction of the Assistant Registrars and Associate Registrars prepare for enrollment periods by creating course sections corresponding with students on leave assigning registration appointments as necessary and assisting with advisor clearance issues.
• Assist the Associate Registrar and Registrar/AVP in ordering proofing and organizing diplomas.
• Manage office supply inventory.
• Oversee office equipment servicing as needed.
• Manage and pay office bills.
• Assist in the maintenance of office production calendar.
• Maintain Disaster Roster preparedness and distribute class rosters.
• Prepare data in the current student information system for data migration.
• Coordinate special projects tasks and duties and provide assistance as assigned.
• 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.

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.
• Perform other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: Bachelors degree or equivalent combination of education and experience is required.

EXPERIENCE: Three years of experience in an administrative support role and customer service is required. A minimum of two years of higher education experience is preferred.

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.

• Deploy professional technical skills administrative support and data input in collaboration with colleagues to best promote the Colleges strategic interests.
• Input data accurately into the system used by the Registrars Office.
• Demonstrate effective accurate and clear communication with excellent verbal written interpersonal phone and customer service skills.
• Ability to manage competing priorities while retaining focus on team goals.
• Intermediate computer skills including a familiarity with a variety of software packages and basic computer programs (e.g. Microsoft Office 365). Proficient with technology. Interest and ability to learn and use new programs and technologies.
• Enforce FERPA regulations and maintain confidentiality as required; advise constituencies on FERPA and college 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 and tasks meet deadlines and timelines respond to others in a timely manner handle interruptions from students and incoming phone calls and work both independently and as a collaborative member of the College with a high standard of integrity and ethics in support of the Colleges strategic vision and the divisions or departments annual goals.
• Personal integrity and ability to interact successfully with various constituencies on campus.
• Ability to work collaboratively as a member of the Registrars Office as well as independently. Desire to be a team member on collaborative projects and implementation of new initiatives.
• Curiosity initiative and a problem-solving mindset. Positive attitude and strong work ethic.

OTHER:

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: Yes

Campus Security Authority The Clery Act: Yes

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 $26.00-$28.00 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.