Assistant Registrar, Degree Progress

Job Posting Location:

Claremont, CA

Job Posting Title:

Job Description:

JOB PURPOSE:

The Assistant Registrar, Degree Progress assists with the day-to-day operation of the Office of the Registrar with a focus on degree audit processes, enrollment status changes, graduation coordination, academic standing, and related services that support faculty advising. This position works cooperatively with academic departments and administration to provide members of the Pomona College community with an accurate interpretation of academic policies, procedures, and requirements to ensure that they are applied fairly and consistently. This role maintains the integrity and confidentiality of student academic records and provides a high standard of customer service to various stakeholders. This role also provides technical and analytical support to the Office of the Registrar; assists in the maintenance of the degree audit system and implementation of additional Student Information System functionality, with emphasis on data integrity, best practices, streamlining, and improvement of processes, workflows, training, and documentation; and supports the Pomona College and Office of the Registrar strategic plan. This role actively participates in the College’s efforts to create a respectful, inclusive, and welcoming work environment.

ESSENTIAL FUNCTIONS:

Reporting directly to the Registrar, the Assistant Registrar, Degree Progress works independently and collaboratively to perform the following functions, which are not listed in order of importance or significance

Oversee degree audit activities:

• Maintain, interpret, and clarify academic policies and standards, and inform students and advisors of academic and administrative requirements for graduation.
• Resolve problems that might delay or impede graduation, within the boundaries of established policies and standards.
• Assist with the maintenance and oversight of the Student Information System’s Degree Progress Audit tool, including translating new and changed academic requirements into audit system coding.
• Process requirement overrides and develop training materials and learning opportunities for campus constituencies.

Provide degree completion, commencement, and academic planning support:

• Develop and maintain lists of degree candidates and their missing requirements to assist with the assessment and certification of degree completion.
• Serve on commencement-related committees and assist during the commencement ceremony and in events leading up to commencement.
• Use reporting systems to proactively identify problems with degree requirement completion.
• Work collaboratively with the Dean of College office on academic advisor assignments.

Support academic records management within the Office of the Registrar:

• Validate data coming from the Admissions Office to the Student Information System. Assist with enrollment, registration, and technical processes.
• Manage and ensure accuracy for enrollment status changes due to leaves, withdrawals, and changes of programs of study.  
• Collaborate with and provide support to faculty on matters of academic standing and ensure student records are appropriately updated with actions taken by committees and other offices.
• Maintain compliance with federal and state regulations and College policies. Explain and interpret academic policies and procedures, including FERPA, to students and consortium constituents.
• Serve as a Veteran’s Benefits Administration (VA) School Certifying Official. Support VA form processing and enrollment certifications.

Oversee transfer credit evaluations, study abroad credit approval, and support degree progress audits:

• Research and evaluate records for equivalency and transfer credit according to College policies.
• Analyze course descriptions and syllabi for content, level, unit value, and grading system using online curriculum resources, college catalogs, class schedules, and other reference material.
• Manage and maintain appropriate documentation for requirement overrides, substitutions, and exceptions in consultation with the Registrar and faculty within academic departments. Evaluate and record in permanent records any pre-matriculation (e.g., AP, IB) credits.

Serve as a leader within the Office of the Registrar:

• Provide insight and manage changes in processes and systems to improve efficiency and services.
• Assist with training staff to ensure that office and day-to-day functions operate efficiently.
• Represent the Office of the Registrar on committees and in groups related to areas of responsibility.
• Stay abreast of changing best practices through research and professional development activities.

QUALIFICATIONS:

• Education: An Associate's degree and two years of relevant experience in higher education will be considered; Bachelor’s degree preferred.

• Experience: A minimum of three years of progressively responsible academic records experience in a Registrar’s Office or related office within higher education is required.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS:

The candidate must possess the knowledge, skills, and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills, and abilities not listed below.

• Proven ability to exercise independent, high-level judgement in sensitive and complex situations.
• Demonstrate effective, accurate, and clear communication with excellent verbal, written, and interpersonal skills. Must be comfortable with assisting and communicating with parents, students, alumni, and community members.
• Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook) and associated professional software (such as Cognos 10, Jenzabar, Anthology Student, Coursedog, databases, standard internet usage).  Use assigned technology, devices, and equipment to achieve annual goals and maintain confidentiality. Experience with Jenzabar CX and Anthology Student is highly desirable.
• Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact while working with people from a wide variety of backgrounds. Fundamental understanding of FERPA laws and regulations.
• Prioritize and perform multiple projects and tasks, meet deadlines and timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the division’s/department’s annual goals.
• Demonstrated analytical, planning, and organizational skills to complete work with accuracy and with attention to detail.

REQUIRED HOURS:

The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend, and evening work hours may be required. Regular hours may vary due to the needs of the College or division. Regular, in-person attendance is considered an essential job function. Some flexibility for hybrid work may be available during the summer months, though it will be dependent upon office needs and is at the discretion of Pomona College.

ADDITIONAL POSITION DETAILS:

This is a regular, full-time, non-exempt position with an hourly rate between $28.17 - $37.00 per hour with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.

POMONA COLLEGE REWARDS:  

Pomona College offers a wide variety of benefits and perks including health, dental, and vision plan options; paid time off; flexible spending accounts; retirement benefits; tuition assistance; fitness and wellness programs; ride share incentives; and so much more! 

ADA/OSHA: This job description defines the essential job duties of this position.  The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.