The Assistant to the Registrar and Records Analyst is integral to the Registrar’s Office and supports the mission of the office to create, maintain, and protect the academic records of current and former students. The person in this position must demonstrate high levels of collaboration, communication, and accuracy.
The Assistant to the Registrar and Records Analyst responsibilities involve multiple facets of registration and records management. The position performs the majority of student records functionality testing. The position possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions, including gathering information, researching policy and administrative processes, reporting, referring, and resolving issues with a high degree of tact and professionalism.
This position provides administrative and organizational support to the Academic Standing Committee and assists the Registrar with various administrative duties. The person in this position must have the ability to excel in both team and individual settings and must be adept at multi-tasking and problem-solving in a fast-paced environment. This position will also serve on college committees as directed.
ESSENTIAL JOB FUNCTIONS
Plan, coordinate, and implement all phases of the registration process, including inter-registration with St. Olaf.
Manage all system setup related to registration, including registration rules, configuration settings, section-specific registration controls, reports, testing online registration, student priority registration, and troubleshoot issues with registration activities.
Collaborate with offices across campus using careful attention to detail to perform processes and procedures related to course registrations, end-of-term grading management, enrollment status changes, class levels, and years and ensure seamless communication between various stakeholders.
Process and analyze all incoming documents to the Registrar’s Office and ensure that the student’s record or request is processed accurately and timely. Documents include but are not limited to name changes, address changes, drop/add, grade changes, extension grades, independent study, advisor assignments, status changes, petitions, collecting D/F forms, transcript requests, enrollment verification, reporting, degree verification letter, etc.)
Coordinate and manage registration, grading, student and program data for Summer Liberal Arts Institute, Off Campus Study, and special pilot programs.
Process and analyze student pre-matriculation work, including AP, IB, language placement, placement testing, and record credit toward the degree program.
Assist in the resolution of all upgrade issues, as well as any issues that impact technical or functional processing in records and registration.
Assist in the redesign of business processes, development of functional specifications and test scenarios, and complete user testing.
Create, compile, and provide ongoing training and documentation for end-users and operations.
Write, edit, and manage office communication campaigns, website, and notifications for faculty, staff, and students related to grading, registration, waitlist, processes, procedures, updates, and training opportunities.
Prepares agenda and organizes materials for weekly Academic Standing Committee (ASC) meeting, including Academic Review, act as secretary for ASC meetings and decisions, enters ASC decisions into ERP system, manages ASC correspondence regarding committee decisions and ensures timely scanning of documents and correspondence into imaging software.
Additional duties as assigned.
Education/Experience/Skills (supported by job duties):
High attention to detail
Experience working with Student Information System or Enterprise Resource Planning
Proven excellence in writing, editing, and familiarity with basic website maintenance
Demonstrated ability to organize and prioritize work, use professional judgment, maintain the confidentiality of sensitive information and work with minimal direct supervision
Proven technical and analytical skills
A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities
Ellucian Colleague or Workday experience desirable but not required
Minimum 2 years directly related prior experience in a college or university registrar’s office.
Salary and Benefits: This is a non-exempt level position. The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with college contribution, a generous paid time off, as well as access to many other campus amenities.
Carleton College is a AA/EEO employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.
Carleton is a private liberal arts predominantly residential campus with nearly 2000 students and 800 faculty & staff. Founded in 1866, Carleton College is an independent and highly selective liberal arts college with a diverse and exceptionally able student body, a talented faculty whose first priority is teaching, and a continued commitment to the liberal arts. A four-year college, Carleton offers the Bachelor of Arts degree. Its students can choose from 37 majors and 15 concentrations in the arts, humanities, natural sciences, and social sciences.Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located in Northfield, Minnesota, 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.