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Job Title:

Temp. Assistant to the Registrar

(Part-time, temp to possible regular)   

Wkly. Hrs./Weeks:   

29/TBD

Pay Grade:

 

Department:

Registrar

Classification

 

Reports To:

Registrar

Effective Date:

07/15/2017

 

Summary

The Assistant to the Registrar assists the Registrar in managing and coordinating the daily operations of the Registrar's Office, including but not limited to registrations, transcripts, deferments, enrollment and degree verifications, and graduation clearance. Dedication to the maintenance and integrity of all campus student academic records management, from 1927 to present, ensuring adherence to university policies and procedures, as well as state and federal regulations pertaining to student records, is a must. The Assistant to the Registrar must provide excellent customer service, work closely and collaboratively with campus academic and administrative leadership, as well as student services staff (e.g., student finance, financial aid, admissions, and advising) to meet student needs.

 

Essential Functions

  • Plan, coordinate and evaluate all phases of the registration process for all programs. Work with campus administration and campus staff to review and revise procedures to perform registrar duties and responsibilities effectively and efficiently; ensure maintenance of data integrity and security of administrative registration systems.
  • Advise students regarding registration and general academic requirements for graduation. Evaluate students' completion of requirements at appropriate points in their programs. Orient incoming students to registration policies and procedures.
  • Supervise maintenance of complete and accurate academic records for each student, including transcripts and academic files, transcript evaluation, student certifications, grade processing and progression ensuring safety and privacy of records in compliance with state and federal guidelines.
  • Support the Registrar in campus-wide graduation and graduation clearance procedures, graduation-related data input, ordering caps and gowns for students and faculty, clear graduates, mail diplomas, and order miscellaneous graduation supplies.
  • Work closely with academic program directors and program coordinators to ensure timely completion and posting of course schedules. Supervise compilation and maintenance of official listings of all courses offered each term. Maintain and update class schedule changes in the database.
  • Provide backup coverage for other Registrar staff to include filing, front desk coverage and general office activities as required.
  • Perform other duties in support of operations as assigned.
  • This position requires standing, sitting, walking, lifting, reaching, talking, hearing, seeing, learning, problem solving, and interacting with others throughout the workday.  Regular attendance is essential.
  • Regular attendance is essential
  • Other duties as assigned

 

Competencies

Technology Skills:

  • Excellent computer skills and word processing experience in Microsoft Office, including Microsoft Word, Excel and Outlook and direct experience with Ellucian PowerCampus is preferred.
  • Excellent hard copy and electronic record maintenance experience and skills with a strong attention to detail;
  • Excellent organizational skills sufficient to set priorities and complete assignments in a timely manner;
  • Analytical, problem solving, and decision-making skills,
  • Well organized and be able to handle multiple tasks at one time with interruptions;
  • Excellent oral and written communication skills including the ability to communicate accurately and considerately matters of policy decisions, as well as instructions;
  • Customer service/interpersonal skills sufficient to interact with a wide variety of people, both in person and on the phone;
  • Ability to maintain confidential information;
  • Ability to develop and maintain constructive and positive working relationships with others as a team effort.

 

Qualifications

List minimum requirements to be considered for this position:

  • Has a personal relationship with Jesus Christ and a demonstrated commitment to the doctrinal position of TMC&S and a continuous exhibition of a desire to minister and serve others in varied capacities.
  • Must be able to get along with co-workers and the public.
  • Education:  Bachelor’s degree preferred.
  • Experience:  3+ years in a Registrar Department in an educational institution preferred
  • Demonstrated ability to establish and maintain effective working relationships with staff, faculty, vendors, students, &/or community members of diverse academic, socio-economic, cultural, & ethnic backgrounds.
  • Have computer proficiency.
  • Basic mathematics and accounting knowledge is necessary.
  • Excellent oral and written command of the English language is required.
  • Ability to compose, proofread and edit correspondence.
  • Possess excellent organizational skills.
  • Exercise confidentiality, good judgment and discernment.
  • Service oriented and able to interface with many people is mandatory.
  • Multitasked in an environment with many distractions is a must.
  • Reading and comprehending correspondence is imperative.
  • Must successfully pass a background investigation.

 

 

Working Conditions

List general working conditions for this position:

  • Working Environment: Mostly indoors in a typical office environment, with an occasional need to visit other areas on campus. 
  • Physical Demands: Must be able to lift, pull, push, grasp and bend while lifting up to 30lbs.
  • Repetitive motions on a keyboard and looking at a computer monitor for an extended duration of time is required.
  • Travel: Some travel may be involved.

 

Additional Information

Minimum Conditions for Beginning Employment:

            Prior to beginning employment, in accordance with The Master’s University policy and/or under federal or state law, all employees must:

  1. Sign and return an offer of “At Will” employment.
  2. Present verification of their identity and authorization to work in the United States.

If, because of a disability, you need special services or facilities in order to apply or interview for this opening please contact the Human Resources department.

The Master’s University & Seminary does not discriminate on the basis of race, color, national origin, ancestry, gender, age, marital status, veteran status or prior military service, medical condition, or any physical or mental disability.  We are committed to practicing principles of equal employment opportunity and diversity based upon sovereign Biblical principles.

 

Application Process

Completed application form from The Master’s University.  This can be obtained at www.masters.edu/jobs or by contacting

The Master’s University and Seminary

Human Resources Department

21726 Placerita Canyon Road Santa Clarita, California 91321-1200

(800) 568-6248 (661) 362-2844 ¨ FAX (661) 362-2717

Selection Process:

All applications will be reviewed by the Human Resources department.  Selected candidates will be invited for a personal interview at The Master’s University.  Any expense incurred in connection with these interviews will be the responsibility of the candidates.

Application Procedures:

All documents included in your application remain the sole property of The Master’s University and will not be returned.   Your file for this opening will not be considered unless all requested items are submitted and are complete.