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Registrar

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

NOTICE: THIS RECRUITMENT WILL REMAIN “OPEN UNTIL FILLED”

METHOD OF APPLICATION:

Interested applicants must complete the online application, apply for the position, and attach the specified “REQUIRED” documents.

To be considered, each section on the application must contain the requested information (do not state "SEE RESUME" or leave blank). Included on the application, applicants must provide (on the application) at least three (3) professional references, preferably from current supervisors, previous supervisors (from the past five years), colleagues or coworkers who can address professional competency and appropriate practical skills, or other professional references. The Office of Human Resources (OHR) may request additional references.

In addition to a full complete application, applicants are required to attach all “REQUIRED” documents. Official transcripts will be required upon offer of employment.

Applicants bear sole responsibility for ensuring that their applications are complete and “REQUIRED” documents are attached prior to the “INITIAL SCREENING DATE.” Incomplete applications will not be considered. All submitted materials become the property of the South Orange County Community College District (SOCCCD), will not be returned, will not be copied, and will be considered for this position only. Any supporting documents submitted must reference the Job Opening ID numbers and may be attached online, faxed to 949-340-8007, mailed via U.S. Mail under separate cover, or hand delivered to the District offices.

DEADLINE FOR APPLICATION:

This recruitment will remain “OPEN UNTIL FILLED.” For guaranteed consideration, a complete application, and all “REQUIRED” documents are required to be submitted electronically by the “INITIAL SCREENING DATE.” Applications submitted via facsimile or electronic mail will not be accepted.

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

PLEASE NOTE:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Posting Details

Position Information

Link to job brochure:
Classification Title Registrar
Job Category: Classified Management
Job Open Date: 06/06/2017
Job Close Date:
Initial Screening Date 06/27/2017
Position ID: P0004597
Job Open ID: 6395
Position Title: Registrar
Location 20-Saddleback College
Department Administration (SC-030-000)
Term: 12 Months/Year
Salary Schedule Link: Click Here for Current Salary Schedule
Pay Basis: Monthly
Pay Range: 14 - at $94,896 to $133,536 (salary placement in the salary range will be based upon comparable experience and qualifications; increases are given annually thereafter up to highest step)
% of Range: 100%
Hours per week: 40
Work Schedule Monday - Friday
Receives Benefits: Yes
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Position-Specific Benefits:
Additional Position Information:

Additional Information

Summary Description:

To organize, coordinate, implement and manage the day-to-day operations and activities of a community college student admissions, records and enrollment services program, including enrollment and registration; provide technical information and assistance to students, counselors and other College and District personnel concerning admissions, registration, enrollment and student records; train, supervise and evaluate the performance of assigned personnel; ensure compliance with District policies and applicable State and federal regulations related to admissions, records and enrollment.


To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.


SUPERVISION RECEIVED AND EXERCISED:
Receives direction from the Director of Admissions and Records and Enrollment Services or the Dean of Enrollment Services.
Exercises functional and technical supervision over technical and clerical staff.

Distinguishing Characteristics:
Representative Duties:

Duties may include, but are not limited to the example of duties listed in Job Duties. Please see Job Duties for details.

Knowledge of:

Admissions, records, enrollment and registration policies and procedures for a community college.
Budget preparation and administration.
Correct English composition, grammar, spelling and vocabulary.
District and College organization, operations and objectives.
District and College policies and State and federal laws and regulations related to assigned program.
Interpersonal skills including tact, patience and diplomacy.
Operation of computer, peripherals and software programs, including student information systems, database management, spreadsheet, word processing and specialized software.
Oral and written communication skills.
Planning and organizational skills.
Principles and procedures of record-keeping.

Ability to:

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations.
Analyze and assess technology solutions in relation to SIS modules, admissions and records online services, product development and enhancements, and troubleshooting.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Develop, implement, manage, monitor and evaluate the delivery of services to students regarding admission, student records, enrollment, graduation and certification.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain cooperative and effective working relationships with those contacted in the course of work.
Interpret, apply and explain applicable federal, State, and local laws, codes and regulations.
Maintain current knowledge of admissions, records and enrollment in higher education.
Maintain the security of confidential materials.
Manipulate, monitor, troubleshoot, evaluate and resolve computer problems and issues related to admissions and records.
Operate office equipment such as computer, printer, calculator, copier and facsimile machine.
Plan, organize, coordinate and oversee admissions and records office activities and operations.
Prepare and administer budgets for assigned program areas.
Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.
Respond to requests and inquiries from students, management, academic and classified staff and the public.
Serve in an advisory and planning role with regard to the Student Information System.
Train, supervise and evaluate the performance of assigned personnel.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Work effectively with others to achieve common goals including student recruitment and retention.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:

Equivalent to a bachelor’s degree from an accredited college or university with major course work in business administration, records management, education or related field.

Experience:

At least four years of increasingly responsible experience related to admissions and records at a college or university, including at least one year of experience in a supervisory capacity.

License or Certificate:
Conditions of Employment:

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Standard office setting. Duties are performed primarily in an office environment while sitting at a desk or computer workstation. Incumbents are subject to contact with students and staff, frequent interruptions, noise from talking or office equipment and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit or stand for long periods, walk short distances on a regular basis, travel to various locations, on and off campus, to attend meetings and conduct work, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 10 pounds.

Additional Position Information:

NOTICE: THIS RECRUITMENT WILL REMAIN “OPEN UNTIL FILLED”

METHOD OF APPLICATION:

Interested applicants must complete the online application, apply for the position, and attach the specified “REQUIRED” documents.

To be considered, each section on the application must contain the requested information (do not state “SEE RESUME” or leave blank). Included on the application, applicants must provide (on the application) at least three (3) professional references, preferably from current supervisors, previous supervisors (from the past five years), colleagues or coworkers who can address professional competency and appropriate practical skills, or other professional references. The Office of Human Resources (OHR) may request additional references.

In addition to a full complete application, applicants are required to attach all “REQUIRED” documents. Official transcripts will be required upon offer of employment.

Applicants bear sole responsibility for ensuring that their applications are complete and “REQUIRED” documents are attached prior to the “INITIAL SCREENING DATE.” Incomplete applications will not be considered. All submitted materials become the property of the South Orange County Community College District (SOCCCD), will not be returned, will not be copied, and will be considered for this position only. Any supporting documents submitted must reference the Job Opening ID numbers and may be attached online, faxed to 949-340-8007, mailed via U.S. Mail under separate cover, or hand delivered to the District offices.

DEADLINE FOR APPLICATION:

This recruitment will remain “OPEN UNTIL FILLED.” For guaranteed consideration, a complete application, and all “REQUIRED” documents are required to be submitted electronically by the “INITIAL SCREENING DATE.” Applications submitted via facsimile or electronic mail will not be accepted.

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

PLEASE NOTE:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Additional Classification Information:
Position Specific Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Job Duties

Job Duties

Duties and Responsibilities

Organize, coordinate and supervise day-to-day activities and operations of the Office of Admissions, Records and Enrollment Services; schedule, assign, manage, monitor and evaluate operations, activities and staff to ensure efficient delivery of services to students.

Duties and Responsibilities

Develop, monitor, review and evaluate activities and operations; compile and analyze data related to program participation and evaluation; assist Director in developing organizational structures and work processes that facilitate attainment of established program goals and objectives.

Duties and Responsibilities

Submit timely and accurate information for the production of class schedules, catalogs and brochures and ensure the Admissions and Records website is current and accurate when assigned.

Duties and Responsibilities

Provide technical information and assistance to students, staff, administrators and others concerning college admission, registration and academic records; interpret policies and regulations and determine appropriate courses of action in unusual and complex circumstances.

Duties and Responsibilities

Oversee the maintenance of student academic records and the evaluation of student transcripts and verifications to ensure that students/institutions receive accurate records; research and respond to questions concerning college admission and enrollment; make recommendations concerning situations that require deviation from established policies and procedures.

Duties and Responsibilities

Oversee the evaluation of college transcripts and related documents to determine appropriate equivalencies and number of credits completed; resolve problems regarding grades, enrollment, residency, illegal repeats, and petitions; evaluate student probation and student dismissals from College; evaluate and certify graduation petitions, certificate requests and general education certifications; compile lists of graduation and certification candidates; order, proof and issue diplomas.

Duties and Responsibilities

Maintain current knowledge of the regulations, policies and application requirements and eligibility criteria for admissions, records, and enrollment programs.

Duties and Responsibilities

Oversee staff involved in the input, updating, retrieval, verification and tracking of student data; ensure the maintenance of accurate records regarding academic, personal and other student data and maintain confidentiality of information as appropriate; monitor collection of applicable student fees to ensure accuracy and appropriateness within established guidelines; compile, record and retrieve data required to prepare federal, State and institutional reports.

Duties and Responsibilities

Monitor and evaluate technology resources for the Office of Admission and Records to assure that SIS issues are researched, articulated, referred to and resolved; recommend system enhancements and new features including computer hardware and software enhancements; evaluate SIS performance and function with regard to accuracy, security, storage and access to student information; work with Information Technology personnel on a continual basis to assist in improving relevant computer systems including the Student Information System (SIS); conduct workshops for faculty and staff regarding new computer programs related to admissions and records as needed.

Duties and Responsibilities

Maintain program budget and records of expenditures when assigned; provide input and recommendations regarding staffing, equipment and supply needs.

Duties and Responsibilities

Train, supervise and evaluate the performance of assigned technical and support personnel; delegate and review assignments and projects; evaluate work products and results; develop appropriate procedures to accommodate student needs for information and assistance; establish and monitor timelines and prioritize work.

Duties and Responsibilities

Organize, coordinate and manage the application, transcript evaluation and enrollment of international students if assigned.

Duties and Responsibilities

Coordinate program activities with other student services functions and instructional programs; serve on College and District committees, task forces and other work groups; provide technical expertise concerning admissions and records.

Duties and Responsibilities

Ensure compliance with District policies as well as State and federal laws related to assigned program; provide interpretations of codes, regulations and legislation related to admissions and records; review and certify the accuracy of data related to admissions and records.

Duties and Responsibilities

Prepare and submit a variety of statistical and narrative reports including the college state attendance accounting report; prepare budget reports, annual recap data and special reports, proposals, recommendations and other materials as requested; coordinate and respond to periodic audits.

Duties and Responsibilities

Communicate with other student services program personnel, College and District administrators and support personnel, representatives of State and federal agencies, educational institutions, social service organizations, counselors and others to coordinate programs and activities.

Duties and Responsibilities

Develop goals and track achievements for assigned areas.

Duties and Responsibilities

Perform related duties as assigned.

Documents Needed for Applying

Required Documents
  1. Resume / CV
  2. Cover Letter
  3. Transcript 1
  4. Letter of Recommendation 1
  5. Letter of Recommendation 2
  6. Letter of Recommendation 3
Optional Documents
  1. Transcript 2

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Have you obtained education equivalent to a bachelor's degree from an accredited college or university with major course work in business administration, records management, education or a related field?
    • Yes
    • No
  2. * Have you obtained at least four years of increasingly responsible experience related to admissions and records at a college or university?
    • Yes
    • No
  3. * Have you obtained at least four years of increasingly responsible experience in enrollment, registration, and student records?
    • Yes
    • No
  4. * Does your experience include at least one year in a supervisory capacity?
    • Yes
    • No