Assistant Registrar in Marion, Ohio at Marion Technical College

The Student is….

The most important person at MTC

Without students, there would be no need for our positions.

….not a cold enrollment statistic,

But a flesh and blood human being with feelings and emotions like our own.

…not someone to be tolerated so we can do our thing.

The student is our thing.

POSITION SUMMARY

Under general supervision, provide superb customer relations and administrative support that enables the Office of Student Records department to achieve its goals and advance of the mission of Marion Technical College (the "College").

ESSENTIAL JOB DUTIES, FUNCTIONS AND RESPONSIBILITIES

1. Respond to inquiries from students, College employees and customers, while maintaining standards of confidentiality and privacy, in a timely manner; maintain confidentiality in accordance with the College, FERPA, student records, and any other protected documentation.
2. Respond to faculty, staff, and student inquiries regarding policies, procedures, advising, and student records. Maintain the Office of Registrar internet information to provide timely and important communication to students, faculty, and staff, as well as maintaining the intranet.
3. Evaluate official college and university transcripts to determine transferability of coursework in accordance with institutional policies, accreditation standards, and established equivalencies. Research course content, descriptions, credit/contact hours, grading systems, and institutional accreditation when determining appropriate transfer-credit equivalencies. Identify coursework requiring additional faculty or departmental review.
4. Collaborate with academic departments, faculty, advisors, and other institutional offices to obtain decisions regarding courses without established equivalencies. Enter and maintain approved transfer coursework and equivalencies within the student information system, ensuring accuracy of course numbers, credit hours, grades, and applicable academic requirements. Monitor and update established transfer equivalencies as curriculum, course numbering, and institutional agreements change in internal transfer policy and Transfer Equivalent System (TES).
5. Support articulation agreements and consortium-related processes by ensuring approved coursework is appropriately reflected within student records. Post other credit to a student's official record such as CLEP credit, Advanced Placement credit, licenses, certifications, military credit, Credit-By-Exam, CTAG and life experience credit.
6. Assist students and institutional staff in understanding how transferred coursework impacts academic progress and remaining degree requirements. Communicate transfer-credit decisions and requirements to students, faculty, advisors, and staff as appropriate.
7. Prepare, send, and document official transcripts in both hard copy and electronic formats. Serve as the Parchment liaison and point of contact for transcript processing and related inquiries.
8. Serve as the Graduation Coordinator and lead the Graduation Committee, overseeing the annual commencement ceremony, including securing the event location, planning and coordinating with departments, student groups, and other College partners. Develop graduation communications for students and advisors through email, LMS, and other methods regarding graduation processes and requirements. Maintain and update the LMS Graduation site and related documents and resources. Attend and support all commencement ceremonies and related activities.
9. Develop and coordinate graduation communication plans for current students. Notify students and advisors through various methods such as email, LMS, etc. about graduation processes and requirements. Maintain and update all documents for the LMS Graduation site and work with various College departments on documents or surveys that may need added to the site.
10. Assist the College Registrar with ordering diplomas, diploma covers, and maintain an inventory of other needed commencement supplies for all three semesters during the academic year. Process graduation petitions. Prepare diplomas and certificates for graduation and/or when degrees or certificates are completed, including preparing, mailing, and inserting diplomas or certificates into covers.
11. Assist the College Registrar with developing the graduation budget by proposing recommendations for increasing or decreasing line items. Monitor and reconcile the graduation budget, maintain a database of expenditures, submit and approve payment of purchase orders, and provide budget reports, as requested.
12. Participate in developing departmental goals, objectives, and assessments. Assist in evaluation of State Reporting, decisions and results of department in relation to established goals. Recommend new approaches, policies, and procedures to effect continual improvements in efficiency of the department and the College.
13. Serve as a liaison between the department, faculty, students, and other College administrative staff. Serve as a liaison for the College Registrar and handle unanticipated discretionary matters in a judicious manner in their absence. Participates in College committees and represents the Office of the Registrar in an official capacity.
14. Initiate and develop the College Academic Calendar. Coordinate the approval process with College departments, including final approval by the President. Identify potential date issues and work to proactively resolve them.
15. Process registrations, add/drop forms, withdrawals, waitlist drops, instructor grade changes, and name and address changes. Maintain point of contact relationship for support of College Credit Plus (CCP) schedule and grades. Maintain all Sixty Plus applications for the Sixty Plus Program.
16. Assist the Registrar with Military Connected student services, including maintaining the Military Connected students LMS site, provide support to Military Connected students, assist with coordinating events, and maintain the Military Connected budget line. Work closely with the Veteran Affairs Certifying Official and serve as the point of contact for the Ohio Veterans Education Council (OVEC), including participating in regular OVEC meetings.
17. Enter Program Degree Curriculum (PDC) changes and verify paperwork has been correctly completed, including signed by the Dean/Director, and enter into SIS. Process cancels for non-pay, after the Business Office and Financial Aid departments have reviewed and processed their respective portions.
18. Maintain the grade process for the College. Run reports for missing grades and incomplete grades twice each term. Provide appropriate follow-up to resolve issues and ensure grades are submitted.
19. Maintain and update Registrar forms, processes, and procedures to ensure accuracy and alignment with College policies. Provide training and guidance to faculty and staff on SIS functions and Registrar processes. Serve as a primary contact for assigned vendors, coordinating communication, addressing system needs, and assisting with issue resolution.
20. Serve as a back-up to create new student files after the census is reported for each semester, enrollment verifications, and filing of current student records and archiving past student records appropriately. Assist with Returning Applications and removal of inactive stops. Provide back-up assistance for assigning rooms appropriate for class and College needs in Office Tracker as well as handling and delivering the College's mail.
21. Maintain user proficiency for software programs, systems, and databases used by the College. Maintain data files and records for accuracy and timely follow-up. Organize and maintain departmental data on network shared drives.
22. Develop professional opportunities within the scope of work responsibilities, department, and College objectives. Demonstrate self-motivation and willing to research and continually update knowledge and skills, as well as provide input and accept additional and changing work responsibilities.
23. Attend on- or off-campus College meetings and serve on departmental and College committees as assigned.
24. Integrate and apply Guided Pathways principles within all job functions and responsibilities.

QUALIFICATIONS

Bachelor's degree required. Experience in higher education and event planning highly desired. Three to five years of general office and strong customer service experience required. Proficiency in Microsoft® Office programs (Word, Excel, PowerPoint, and Outlook) with excellent computer and related technology skills required. Demonstrate the ability to work independently and complete projects with minimal direction and oversight. Must have strong communication skills and detailed oriented and ability to work in a team environment. Any combination of work experience, training, and/or education equivalent may be accepted. Willingness to work an irregular schedule as assigned. Ability to successfully pass a background check, prior to and after employment. Valid driver’s license or dependable transportation required.

ADA SPECIFICATIONS

This position is classified as Staff - Management, Professional, Administrative, and Support and will perform a wide range of professional and administrative support functions for the college, primarily in an office setting. Further information may be obtained from the Office of Human Resources.

DISCLAIMER

Any other duties deemed appropriate may be assigned - The duties and responsibilities defined above are not an all inclusive list, but a general summary of typical duties. Individuals in this position may be asked to perform a wide range of related tasks, within the scope of their education or certification, to ensure that the highest level of educational services are provided. We all share the responsibility of doing whatever is required to make Marion Technical College a great place to be - for an education and for a career.

APPLICATION INFORMATION

Submit a cover letter, resume/vita, and three professional references for the position; a single PDF file with all required application materials is preferred in the “attach/upload resume section” of the application.

Marion Technical College is an equal-opportunity employer.