PRIMARY PURPOSE/GENERAL DESCRIPTION: 

Reporting directly to the Registrar, the Registration and Records Coordinator is responsible for providing administrative support and operational functions related to the Office of the Registrar.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

Reception

Provide front-line service to students, faculty and staff who may inquire about:

• Academic and administrative policies of the College.
• Transcripts, enrollment, and degree verifications.
• Registration & advising.
• Address changes.

Student Records

• Process grades and grade changes, tracking of incompletes.
• Process academic petitions.
• Process student transcripts, degree, and enrollment verifications.
• Process add/drops, Independent Study/Internship petitions, major declaration. forms and senior thesis registration forms.
• Oversee record maintenance functions for all Office of the Registrar files, including imaged and archived files.
• Manage all aspects of Leave of Absence and Withdrawals.
• Manage Senior Thesis process including tracking of registration, submission, and upload to digital repository.
• Responsible for collecting and recording all placement exam information, collaborating carefully with Scripps and other members of the consortium as needed.

Special Programs

• Coordinate with staff and other departments to ensure smooth delivery of administrative operations related to Post-Baccalaureate Program.
• Manage record keeping, registration, file maintenance, and administration of Post-Baccalaureate Pre-Medical Program, summer visiting students.

Committee on Academic Review Administrative Support:

• Schedule committee weekly meetings each semester.
• Prepare student files and agenda materials.
• Prepare correspondence and disseminate petition results.
• Update student information system with petition results; complete & distribute committee minutes.

Manage Registrar's Office Email Folder

• Respond to questions, forward questions and issues needing the Registrar's direct attention.
• Respond to or re-direct information requests, as needed.

Miscellaneous

• Monitor and maintain office supplies, equipment, maintain professional memberships current, process supplier invoices, and other administrative duties as assigned

• Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties
• In order for the College to be able to respond to emergencies and support our community, it is the expectation of the College that in your role you will be prepared to pivot to support students and College operations as needed. The College reserves the right to ask you to perform duties outside your traditional roles to support the College as it responds to student and operational needs.  Scripps is a small liberal arts College and, therefore, all employees are prepared to support wherever needed. 

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:  

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Experience in higher education administration with skills (communication, language, experience, etc.) relevant to the position.
• Database experience, preferable Jenzabar CX or similar.
• Strong interpersonal skills.
• Excellent oral and written communication skills.
• Proficient in Microsoft Office suite.
• Ability to work with integrity, discretion, and professionalism when working with confidential information.
• Ability to take initiative and work collaboratively toward departmental goals.
• Detail-oriented, willingness to see tasks through to completion/

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Bachelor’s degree; a minimum of two years of experience in related registrar’s office work and with student information systems or any combination of education and experience that provides the required knowledge, skills and abilities.

LICENSES / CERTIFICATES: 

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:   

This is a regular, full-time, 40 hours per week, 12 month, and non-exempt position.  Benefits-eligible.

The regular hours for this position are Monday-Friday 8 am to 5 pm. Hours may vary due to needs of the College or department.

SUPERVISORY RESPONSIBILITY: 

May supervise work study students.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate. 

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 

Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.