Caltech’s Registrar’s Office oversees academic records, course enrollment, and graduation clearance. The Assistant Registrar is responsible for a wide variety of student enrollment and office management tasks and is a front-facing position that serve walk-in inquiries as needed. They collaborate with the Registrar and Associate Registrar in data evaluation and the annual graduation clearance process.
The Assistant Registrar supports the integrity of curriculum by enforcing course and program requirements, as wells as associated policies and deadlines. This position requires the ability to work independently and make appropriate decisions in relation to requests for exceptions. They work with the student database, Exeter, and runs queries in SQL Developer. They are expected to update processes related to their position to increase efficiency as needed. This position is in-person, and the hours are Monday-Friday, 8:00AM-5:00PM.
Job Type
Full-Time
Education Level Required
Bachelors
Location City
Pasadena, CA 91125, United states
Contact Person
Christy Salinas
Contact Email
cssalina@caltech.edu
Contact Phone
626-395-6354
How to Apply
Inquiries and application materials should go directly to Caltech's Human Resources via the direct link to the job posting or by emailing hr@caltech.edu.
Oversees the creation of Fall schedules for all first-year students.
Evaluates and enters degree audit overrides for requirements such as course substitutions and waivers for undergraduate and graduate students.
Prepares and distributes a weekly report identifying which students recently returned or left the Institute.
Assists in answering academic curriculum and policy questions for the Caltech community.
Oversees the annual on-boarding of new matriculants and ensures patent agreements, transcripts, and other required forms are collected.
Oversees the creation of non-degree student accounts.
Coordinates transfer credit evaluations and data entry.
Processes petitions from the Graduate Studies Office and Undergraduate Deans’ Office related to student status changes.
Oversees the office’s forms and upgrades from PDF to online forms and workflows.
Manages room reservations for 8-10 classrooms.
Assists with Commencement including making updates for graduation candidates.
Performs other duties as assigned.
Basic Qualifications:
Bachelor’s degree.
3 years of directly relevant experience and progressive responsibility, preferably in a registrar’s office.
Excellent facility in using Microsoft Office Suite, including Word and Excel, and ability to use related office equipment.
Ability to handle sensitive information and maintain confidentiality, Working knowledge of FERPA.
Ability to communicate and effectively interact with people across cultures and worldviews, both individually and as part of a team, and to respond effectively to sensitive inquiries or complaints.
Success managing multiple priorities under tight deadlines, establishing goals and priorities, and demonstrating personal initiative working without close supervision.
Professional written and oral communication skills. Ability to effectively present information to a wide range of constituents.
Preferred Qualifications:
Master’s degree.
Data query experience (SQL or other).
Required Documents:
Resume.
Hiring Range:
$80,200 - $90,000 Per Year
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
-see posting on Caltech's Career site for additional information regarding EEO and Disability Accommodations
About the Office of the Registrar:
The Registrar’s Office models the highest standards in providing exemplary service to the Institute community and constituents, while ensuring accuracy, integrity, and confidentiality of academic records. They serve a small population and are expected to maximize technology use while providing customized solutions. The office consists of five staff members and operates Monday-Friday.
