Description

Work from Home (WFH) - Remote work must be performed while residing in California or New Mexico 

CIAT Location: San Diego, CA and Albuquerque, NM 

Reports to: Director of Student Services

Status: Non-exempt

Employment Type: Full-time

Summary

The Registrar will lead initiatives in student scheduling, registration preparation, and student forecast planning while supporting transfer credit evaluation and internal Records department operations. This role will assist with developing new department policies, procedures, documentation, technology initiatives, and team training guidelines to prepare for continued student growth. In addition, this role ensures the relevant maintenance, administration, and integrity of academic records and CIAT policies in compliance with applicable federal, state, and system-wide regulations.

Responsibilities

• Recruit, coach, motivate, and supervise our growing team of Records Evaluators and Enrollment Coordinators within the Student Services department
• Leads staff training sessions to communicate changes in internal processes, policies, or regulations connected to student records, transcript evaluations, or compliance changes
• Oversees student scheduling and student forecast planning to assist the Dean of Education with instructor class allocation, hiring demands, and course load balancing
• Implement pre-registration and registration procedures, ensuring that students are registered in a timely and accurate manner and that registration information is distributed to various departments as required
• Assist with recommending, developing, and implementing CIAT policies, processes, and procedures regarding student registration and records
• Maintains and applies current knowledge of catalog policy, procedures, and standards or changes to transfer credit
• Collaborate with the Dean of Education to execute student registration change requests and monitor custom education plan schedules
• Monitors and supports recurring registration tasks each term, including reviewing registration holds, bulk registration imports, and forecasting
• Takes the lead with compliance audits to review, collect, and submit requested student files
• Monitor the pre-evaluation requests queue to ensure internal processes support the timely turnaround of transfer credit evaluation requests. Provide support for escalated transfer credit evaluation requests and custom education plans
• Delivers unofficial transcripts, official transcripts, and education verification documentation to support employment, funding, government security clearance, or other verification needs
• Serve as liaison between functional and technical resources for enrollments, problem analysis, issue tracking, and resolution with Microsoft Dynamics
• Collaborate with CIAT departments to research, resolve, and recommend action for problems and questions concerning graduation, registration, and student records
• Audits student anticipated completion date to ensure accurate and current student records
• Reviews and processes students' graduation eligibility by verifying required course completion, minimum GPA requirements, attendance requirements, and transfer credit awards
• Follows all internal documentation collection processes to ensure compliance with Federal, State, accreditation, and institutional policies and procedures.
• Coach and counsel employees in partnership with HR
• Manage and enforce timekeeping policies to ensure the accuracy and timely process of employee’s timecards
• Process timely, accurate, fair, without bias, performance reviews
• Embody CIAT’s mission and the goals of the department
• Ensure a safe, secure, and ethical work environment
• Keep abreast of current developments in the field

Requirements

• Bachelor’s degree required
• Minimum of five years of experience working in higher education environments
• Minimum three years of experience managing tasks related to student records, transcript evaluation, and/or degree evaluations
• Demonstrated ability to make subjective professional assessments and to be thorough, consistent, and accurate in the interpretation of records against criteria; intense concentration, great attention to detail and follow through, strong organizational abilities, and ability to multitask; demonstrated ability to comprehend complex information and apply following policy
• Strong commitment to providing superior service to students and advising staff with sensitivity to adult learners’ needs; ability to resolve conflicts with challenging students or situations with confidence, maturity, and tact
• Strong organizational and communication skills and the ability to manage multiple and rapidly changing priorities to meet the needs and expectations of this position
• Self-motivated with a strong work ethic; dedicated to quality, quantity, and timeliness of results
• Able to handle sensitive information with a high degree of confidentiality
• Possess high ethical standards, being an example of professionalism to others
• Demonstrated ability to anticipate needs and exercise independent judgment
• Excellent analytical skills, problem-resolution skills, and general business acumen
• Proficient skills in MS Office software products, including Outlook, Word, Excel, and PowerPoint
• Exhibits a high degree of flexibility in adapting to a rapidly changing environment
• Position may require work responsibilities outside of regular business hours to accommodate business needs and deadlines
• Must be able to embody CIAT’s mission, vision and values

Position Type and Expected Hours of Work

Days and hours of work are Monday through Friday. Occasional weekend and evening hours may be required.

Supervisory Responsibility

This position supervises the records team.

Values

Values such as integrity, excellence, customer service, teamwork and mutual respect are some of those that remain constant, regardless of changes in our company. When identifying company values, it is important that those values are being demonstrated in the course of business each day. Our values set expectations for how employees and managers interact with every person while representing the company.

• We are passionate about education and student success
• We value integrity and excellence in our employees and students
• We treat ourselves and our students with dignity and respect
• We believe in and encourage innovation at our school to better help our students succeed
• We have a customer centric focus and we want people highly committed to achieving goals, where our success equals student’s success
• We are accountable for our actions, and if errors occur, we focus on preventing future errors and moving forward
• We have a growth mindset, always looking for ways to improve, with a sincere belief that every student can do better and achieve their goals
• We expect every employee to be an example of conduct and professionalism, being a role model to students and colleagues

Physical Demands

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee must frequently lift and move up to 10 pounds.

• Sedentary work. Essential functions of this role require sitting for extended periods of time
• Ability to type, use a computer to search for information and input information while speaking on the phone is required
• The employee will frequently be required to use the computer, mouse and telephone to conduct the regular tasks of this role
• The employee will be required to compute simple to simple mathematical calculations as a normal part of this role

Work Environment

While performing the responsibilities of this remote position, the job holder will work in a home office environment. Reasonable accommodation may be made to enable people with disabilities to perform the essential functions of the job. This role routinely involves using standard office equipment such as computers, phones, and virtual communication tools. Employees are expected to ensure that their home office is a safe and ergonomic working environment.

Employees must maintain data security and confidentiality in accordance with company policies and use secure connections for all work-related activities. Expectations regarding work hours, availability, and time tracking will be clearly communicated and must be adhered to.

The company is not responsible for maintaining home office environments beyond the provision of reasonable accommodation and necessary work-related equipment. Workers' compensation and liability for injuries that occur in the home office will be covered as per company policy and applicable laws.

This remote work policy is designed to comply with all relevant local, state, and federal laws.

AAP/EEO Statement

California Institute of Applied Technology provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the California Institute of Applied Technology complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. California Institute of Applied Technology expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of California Institute of Applied Technology’s employees to perform their job duties may result in discipline up to and including discharge.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice.

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