Job Summary

The Assistant Registrar plays a critical role in delivering upon the Enrollment Services Department’s mission to support student success through advising and management of data and records essential for student enrollment and degree completion. Reporting to the Associate Registrar and Director of Enrollment Services, the Assistant Registrar performs essential clerical and functional operations within the department, including but not limited to advising students on curriculum requirements, program planning, policies, and procedures as well as monitoring academic progress. Will serve as a liaison between faculty and administration, taking a proactive, solution-based approach to all inquiries, providing accurate and consistent information and upholding academic standards. The incumbent will represent the department on multiple committees including Orientation, A-Team (Program Department Administrative personnel), and Ellucian Colleague Working Groups, as well as serve as the department liaison. Additional responsibilities include performing essential course scheduling and registration functions, data entry in the student information database, performing transfer credit evaluations, and upholding best practices to assure the integrity and security of student records and documents.

This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position is eligible for flexible scheduling and can be performed hybrid with the expectation of at least 2-3 days in the office are required as a condition of employment. The college reserves the right to modify schedules as needed to meet the business needs with appropriate notice.

Essential Functions

Student Support and Advisement — 35%

• Advise students regarding registration and degree audit planning, ensuring effective and efficient progress toward degree completion
• Management of enrollment and student schedules
• Reply to student inquiries in a timely manner, both those sent directly and to the Enrollment Services inbox

 Data Management — 30%

• Maintain all records procedures for full compliance with State, Federal, and college policies and procedures
• Implement departmental data management processes to ensure accurate records
• Ensure accuracy and security of student academic records by adhering to departmental procedures for maintaining academic records and recording student grades in accordance with FERPA, College policies, and standard records management practices; troubleshoot issues that arise involving student records
• Compile statistical data for reporting and analysis critical to departmental and institutional planning
• Build courses and course sections in the student administrative database

 Program Oversight and Implementation — 30%

• Serve as a liaison to multiple academic departments, serving as a resource and support to ensure effective course creation and planning to facilitate registration for students.
• Assist with and manage the Petition to Academic Policy process. Understand all academic policies and process requests for exceptions accordingly. Oversee the committee which reviews Petition requests, triage student inquires and collect all required documentation for petition review. Assist students thru the process of requesting petitions, communicate the formal decision from the committee and upload all documentation to the student file.

 Non-Essential Job Functions — 5%

• Serve on educational or institutional committees as appropriate
• Maintain memberships and active involvement in applicable professional organizations

• Bachelor’s degree from and accredited college or university.
• Minimum of three years of higher education administrative experience working with students’ records and policies, and/or as an academic advisor
• Knowledge of the Family Educational Rights and Privacy Act (FERPA), academic standards and protocol
• Strong interpersonal skills for student counseling and working with faculty and staff
• Excellent written and oral communication skills, highly organized, able to balance priorities, takes initiative, reliable and resourceful
• Attention to detail with ability to analyze and utilize historical and empirical data
• Ability to handle multiple projects in a fast-paced office with frequent interruptions in the workplace
• Strong computer skills with proficiency in MS Office Suite and student databases
• Ability to work independently, taking appropriate initiative and ownership of work product
• Strong orientation toward working in a team-oriented office
• Ability to develop supportive and collaborative working relationships with students, faculty, and staff
• Demonstrated experience in and a commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
• Demonstrated commitment to providing excellent service to students, faculty and staff

Preferred Qualifications

• Experience using Ellucian Colleague
• Advanced skills using Excel to manage complex data sets
• Experience working on projects that involve multiple stakeholders
• Experience presenting to large groups

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, chemicals, dust and noise.

Physical: The position is generally performed in an office setting. Primary functions require sufficient physical ability and mobility to work in an office setting or attend/work events; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 30 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Regular and consistent attendance are required for most positions. Ability to travel between campuses.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

Diversity Statement
ArtCenter is fully committed to fostering a culture that values diversity, equity, inclusion, access and belonging not only in vision but in practice. Our path forward is predicated on our belief that multiple points of view, life experiences, ethnicities, cultures and belief systems are essential to academic and creative excellence. We strive to learn more about difference while respecting the rich diversity in our world, attending to important questions about racial injustice and decolonizing our curriculum. Our campus environment must be vigilant in supporting the full participation of students, faculty, and staff of every race, color, ethnicity, sex, gender, gender identity or expression, marital status, religion, sexual orientation, age, disability, veteran status, socioeconomic status and political viewpoint.

Equal Opportunity Employer
ArtCenter is committed to a policy of equal employment opportunity and does not discriminate against its employees or applicants on the basis of race, color, religious creed, sex, ancestry, national origin, citizenship, age, physical or mental disability, medical condition (including HIV and AIDS), genetic characteristic or information, pregnancy, marital status, military or veteran status, sexual orientation, gender, gender identity, transgender identity, gender expression, protective hairstyles, or any other characteristic protected by applicable state or federal law. Equal employment opportunity is extended to all persons in all aspects of the employer-employee relationship, including without limitation, recruitment, hiring, upgrading, training, promotion, compensation, benefits, leave of absence, transfer, discipline, layoff, recall and termination. This commitment applies to all persons involved in the operations of ArtCenter and prohibits unlawful discrimination by any employee of ArtCenter. Applicants who wish to request an accommodation for a disability may contact the Office of Employee Experience and Engagement at (626) 396-2270.

Land Acknowledgment:
ArtCenter College of Design occupies the region of the ancestral and traditional land of the Hahamog'na Tongva people, the stewards of the San Gabriel Valley area around present-day Pasadena.

ArtCenter Employees have a Mandatory Duty to Report 
All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the Director, Title IX Compliance and Programs or designee, or the Associate Dean of Students or designee. Faculty, who have a mandatory duty to report, are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.

Vaccination Requirement
ArtCenter is committed to providing a safe and healthy work environment for all members of our community. Guided by the latest information from the CDC, the California Department of Public Health and the Pasadena Public Health Department, all staff, students and faculty must provide proof of vaccination. Annual vaccines and/or booster vaccines will be required based on CDC or FDA guidance. Those who cannot get vaccinated for medical or religious reasons will need to provide appropriate documentation. ArtCenter will then engage in an interactive process, on an individual basis, to determine if there is a reasonable accommodation that can be provided. Our complete policy can be found here.