Assistant Registrar

The Office of the Registrar maintains the integrity of academic records and provides support and information related to academic records to all constituencies of the College community. The office supports student success through informing students about requirements and their progress, providing data and reports to advisors and other College offices, and ensuring that all records are up-to-date and correct. The Assistant Registrar contributes to all elements of the work of the Office as a critical member of the team. Especially important are the accurate creation, maintenance and analysis of student records.


Essential Functions:
The following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related, or a logical extension of position responsibilities.

• Serve diverse populations seeking information and assistance from the Office electronically, by phone, and in person, serving as the point person for initial requests
• Effectively utilize the software that manages student academic records, ensuring accuracy and protecting confidentiality
• Process outgoing transcript requests in an accurate and timely manner
• Assist in the transfer process through credit evaluation and maintaining updated transfer information for all student populations (on campus and online)
• Directly support students in all aspects of registration and degree progress tracking
• Manage the book ordering process by supporting faculty and manage the distribution process
• Process athletic certifications in a timely manner to comply with NCAA rules
• Provide technical and analytical support to the Registrar’s Office, with particular emphasis on data integrity and best practices, as they relate to the software utilized by the Registrar’s Office
• Write system queries; design, develop, and analyze reports; troubleshoot; and structure data output for use by all college constituents
• Provide data analysis reports as requested
• Utilize Microsoft Office programs, including generating reports from the student information system
• Carry out all duties in compliance with relevant laws and regulations, with focus on FERPA protections of academic records

Qualifications:

• Minimum of bachelor’s degree
• Intercultural competence; ability to work with individuals from diverse backgrounds
• Extraordinary customer service
• Excellent computer skills and proficiency with databases
• Ability to multi-task while maintaining an outgoing and friendly manner in a fast-paced office
• Good judgment in responding to requests, maintaining confidentiality, prioritizing responsibilities and deciding how best to help customers
• Preference for experience in an educational setting using Jenzabar
• Preference for experience in public-facing role

Additional Job Details:
Job Title: Assistant Registrar
Department: Office of the Registrar
Reports to: Registrar
Status: Full-time
Date Last Revised: September 2024



About Illinois College:
Illinois College is a residential, private liberal arts college located in the heart of Illinois, 70 miles northeast of Saint Louis, Missouri, and 30 miles west of Springfield, the capital of Illinois. True to its founding vision in 1829, Illinois College is a community committed to the highest standards of scholarship and integrity in the liberal arts. The College develops in its students qualities of mind and character needed for fulfilling lives of leadership and service, fostering academic excellence rooted in opportunities for experiential learning while preparing students for lifelong success.