Hybrid Registrar Assistant (Internal Applicants Only) bei Central Arizona College

About the Department

Assists the Registrar’s Office by performing a variety of highly technical tasks related to the admission, registration, academic and graduation evaluation of students; evaluates and awards certificates and degrees for the College; evaluates and enters transfer credits from other regionally accredited institutions; initiates and manages I-20s for international students; approves grade changes from faculty, and corrects student records; manages incomplete grade contracts for faculty; approves course substitutions and manages them in order to award degrees/certificates that program owners have approved; creates independent study courses for faculty when requested; corrects errors in student records in order to assist Student Accounts, Financial Aid, or athletic eligibility for Rodeo team; and assists team members and Registrar with solutions to issues and other duties as required.

Position Duties

ESSENTIAL FUNCTIONS:

• Evaluates College transcripts; researches if institution is regionally accredited; researches if the institution if credits are quarter or semester credits on transcript; researches course descriptions; makes decision if course(s) match CAC course descriptions; contacts Division Chair when clarification is needed; enters transfer of credits; adds or creates course bank for other institution; reviews to avoid duplicate courses; marks transcript as evaluated in students document page and files;  receives and files ACT/SAT, CLEP and AP official scores;  researches to determine if CAC takes a specific CLEP test, researches test scores, converts scores, and enters scores/course; provides explanation and reasoning to advisors and students; and works closely with advisors and curriculum to ensure transfer curriculum and policy have been met. 
• Provides support/backup to Student Service Assistant (front line staff) within the District as needed; helps register/unregister students; assists walk-ins; answers questions from students/public/staff; completes transcript orders; answers phones and emails; and helps students fill out a variety of forms including admission applications, drop/add forms, graduation application, academic renewal petitions, official transcript request and change of grade requests, and other registration forms.
• Assists academic and program advisors by determining if a course will transfer; reviews evaluated transcripts the advisor has completed; helps advisor determine if a course/TC will fulfill requirements for graduation; and answers questions regarding Registrar Office processes and procedures.
• Approves and manages ACRES (grade changes, course subs, etc.) for Registrar.
• Determines athletic eligibility for rodeo team.
• Processes international student application forms; evaluates visa documentation and transcripts; issues I-20 forms; enters student information into College enterprise system and SEVIS; and interprets and applies federal and state guidelines pertaining to registering international students.
• Processes information regarding graduation evaluations; uses enterprise system, CAC website, and other technological tools to determine if courses meet transferability and degree requirements; plans and organizes the series of communication letters that are distributed to students to ensure completion of program of study as well as to receive their diploma in a timely manner.
• Receives incoming telephone calls; welcomes visitors; and directs callers and visitors to appropriate personnel.
• Processes NIRA athletes’ eligibility; prints rodeo athlete’s current semester schedule; makes sure they are registered for at least 12 credits (not including their Rodeo class); prints previous semester grades; gathers NIRA paperwork and payment (check); and mails everything to NIRA before deadline. 
• Processes NJCAA athletes’ eligibility; gathers all documents from athletes for eligibility (HS/College Transcripts); gathers current semester schedules; monitors each student athlete's educational progress throughout the year and reports to the Athletic Director and the appropriate coach and/or coaches; and attends yearly conferences to stay abreast of current rules and policies; and responds to required audits in the specified time limits.
• Assists student accounts/ financial aid by correcting student accounts.
• Creates and cancels courses; receives written requests to create new courses, change existing courses, cancel existing courses, move students to a new section, increase or decrease class count, and change format.
• Assists team members/Registrar in solving issues/providing info.
• Performs a variety of other duties: enters student information into databases; updates and purges official student files to support tracking of current and potential students; records and performs necessary transactions that involve the admissions and registration process; assists in the preparation of mailing of official College publications; provides training and guidance to staff and students regarding the admissions and registration process; assists faculty with 45-day count, grade submission and class rosters; provides technical support to the Registrar; generates manual and computerized reports for various divisions of the College; provides reports relating to registration/admissions upon request; serves as a liaison between Information Technology and other College divisions in determining and solving problems related to the student database; assists the Registrar with enterprise system maintenance for the student module; prepares all documents for the State FTSE audit visit; and updates enrollment files as necessary and contacts students when needed. 
• Performs other duties commensurate with functions and level of position or as assigned.

Minimum Qualifications

EDUCATION:  Associate degree. 

EXPERIENCE:  Two (2) years of related experience. 

SPECIAL POSITION CONDITIONS: None.

Background Verification:  As a condition of employment, all candidates accepting an offer of employment for a full-time, part- time, temporary, student worker, or volunteer position, will be required to undergo a Background Verification.  Employment with Central Arizona College is contingent upon the successful completion of the background verification.  The level the background verification for this position is: Standard level.

All applicants must be at least 18 years of age or older to be considered for this position.

Other Qualifications

• Knowledge of specific processes, policies and procedures of office management and workflow procedures including effective management of workload.
• Knowledge of federal and state laws, rules and regulations regarding area of practice.
• Skill in operating a variety of multimedia equipment, computer systems, hardware and relevant software applications.
• Skill in communicating with students regarding College policies and procedures.
• Skill in gathering, compiling and presenting information in oral and/or written form.
• Skill in prioritizing and organizing work.
• Skill in communicating.
• Skill in interacting with staff, community leaders, faculty, students and the public. 
• Skill in working with a diverse multiethnic, multicultural population.
• Ability to deal with a variety of highly confidential information, records and sensitive situations in an effective manner.
• Ability to work independently and as a member of a team in accomplishing tasks.
• Ability to analyze situations, develop solutions and make independent decisions based on established guidelines.
• Ability to establish and maintain cooperative working relationships with College staff, faculty, administrators and outside contractors.

CAC is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. CAC strictly prohibits and does not tolerate discrimination on the basis of the following protected classes and/or characteristics, in all of its operations, programs and activities, including but not limited to employment, promotion, admissions and access to all career and technical programs: race, color, religion, creed, national origin or ancestry, ethnicity, sex, age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. For more information contact: Laura Shepherd, Title IX Coordinator at 520-494-5106 or [email protected]; Section 504/ADA Coordinator at [email protected] or Human Resources at [email protected].

Important Notice: As a condition of employment, all full time Central Arizona College employee’s automatically become members of the Arizona State Retirement System (ASRS). This is a pension system that requires mandatory contributions from the employee with a matching contribution from the employer.  The 25-26 fiscal year contribution rate is 12.00%.  Please note this rate is subject to change on a fiscal year basis. Membership to ASRS is a condition of employment and is not optional unless you are at least 65 years of age and meet the opt out eligibility requirements, or are a retiree from ASRS . Please consider this when applying for this position.

We acknowledge that our institution, Central Arizona College, occupies ancestral lands of the Huhugam (HU-hu-gum), who lived and farmed along the Gila River Basin centuries ago. We thank the Native communities and descendants of these Indigenous people whose stewardship of the land and waterways allows us to be here now: the San Carlos Apache Tribe, Tohono O’odham (THO’-oh-no  OH’-oh-thum) Nation, Ak-Chin (AK-Chin) Indian Community,? and the Gila River Indian Community, which is comprised of the Akimel O’odham (A-kee-med/r OH-oh-thum) (Pima) and the PEE-Posh (Maricopa) tribes. Indigenous people from other Native nations also reside in Pinal County. Arizona is home to 22 federally recognized Tribes. All have made innumerable contributions to our region.?