Registrar & Athletic Eligibility ChairCoffeyville Community College
Coffeyville Community College
Position Description Professional Staff
Position Title: Registrar And Athletic Eligibility Chair
Revision Date: May 2019
I. Narrative General Description
The Registrar shall be responsible for assisting in the leadership, direction, supervision, operational and budgetary planning of programs in the areas of admissions, intercollegiate athletic eligibility, records management, enrollment management, Jenzabar modules pertaining to advising and registration, and the registrar's office.
II. Functional Responsibilities
A. Responsible for effective enrollment management processes and procedures.
B. Responsible for the maintenance of student records ensuring accuracy, integrity and confidentiality of information in accordance with FERPA regulations.
C. Responsible for all student admissions and registration procedures.
D. Evaluates high school transcripts for prerequisites met and ACT scores.
E. Responsible for monitoring student adds, drops, and withdrawals to ensure students are appropriately enrolled each semester.
F. Responsible for issuing student transcripts and other student information.
G. Processes grade changes, course substitutions, prior learning credit, and credit by exam.
H. Oversee the timely input of grades and last dates of attendance, oversees and processes the transfer credit evaluation process.
I. Responsible for the posting of transfer credit evaluations from student's college transcripts, CLEP, advanced placement (AP) scores as well as military and other non-traditional credit.
J. Oversees the administrative software Jenzabar used by student services regarding specifically the advising and registrar's modules.
K. Update as necessary the college graduation degree audit and advising worksheets used by the Registrar's Office and share with advisors.
L. Conduct the official graduation audit for each student applying for graduation.
M. Supervise the maintenance of all student transcripts, both current and previous, update as required, including but not limited to mid-term grade reports for respective advisors and final grade reports.
N. Supervise maintenance of a current file of all enrolled students.
O. Supervise the maintenance of permanent record of all students.
P. Supervise the maintenance and distribution of a class schedule for each student and a class roster for each course and grade book(as requested) to faculty.
Q. Supervise the evaluation of the transcripts for transfer students and post appropriate information to CCC transcripts including Honor Distinction and Phi Theta Kappa recognition.
R. Evaluate and convert (if necessary) clock hour program hours to credit hours, post to CCC transcripts as requested by students.
S. Certify grade point averages for Phi Theta Kappa.
T. Analyze the facts, apply the directives by adhering to the NJCAA policies and procedures in determining athletic eligibility.
U. Gather all information including the documentation to verify athletic eligibility.
V. Determine the validity of academic credentials for submitting and clearing eligibility.
W. Submit Athletic Eligibility to the NJCAA and complete the necessary paperwork to comply with audits, hardship request, participant verification, etc.
X. Maintain sports eligibility files plus files for high school and college transcripts.
Y. Determine and interpret eligibility of players for the various collegiate sports plus complete and file the necessary reports.
Z. Plan, coordinate and direct all aspects of the graduation ceremony annually.
AA. Responsible for degree checks and final graduation eligibility for all graduates.
BB. Responsible for preparation and submitting a list of students who have completed requirements for graduation to the college administration and faculty for approval.
CC. Order appropriate diplomas/certification for all graduates.
DD. Responsible for ordering all academic regalia for prospective graduates, faculty, administration and the distribution of the same.
EE. Responsible for preparation of graduation line-up and identification of honor graduates and 4.0 graduates.
FF. Upload electronic admissions data into the computer system.
GG. Prepare and maintain budgets within established policies and budget parameters.
HH. Meet attendance expectations as required for position which may include a willingness to work unusual hours including evenings and weekends.
II. Actively participate in college and community activities.
JJ. Serve on college committees as appointed.
KK. Participate in the development and implementation of the institutional assessment plan as required for Higher Learning Commission Accreditation.
LL. Complete other duties as assigned.
III. Supervises The Following Staff
A. Work study students
B. Records Management Specialist
C. Technical Records Representative
D. Any approved part-time staff
III. Required Knowledge, Skills, and Personal Qualifications
A. Within six months of the date of hire, required to maintain a physical place of residence within the CCC service area throughout their employment.
B. Excellent communication skills both oral and written; ability to work in a one-on-one situation with students.
C. Ability to establish and maintain effective working relationships with other department staff, faculty, students and public.
D. Knowledge of the role of student records in the academic operation of the college.
E. Excellent organizational skills. F. Knowledge of computerized student records and registration system.
G. Must be able to initiate and plan without direct supervision.
V. Required Experience
A. At least five years experience working with students as a faculty member or in a comparable position.
B. At least five years experience working in a community college or university setting.
IV. Required Educational Background
A. Minimum of a Bachelor's Degree from a regionally accredited institution of higher education recognized by the U.S. Department of Education. A Master Degree is preferred.
Equal Opportunity Employment and Nondiscrimination
The College shall be an equal opportunity employer and shall not discriminate in its employment practices and policies with respect to compensation, terms, conditions, or privileges of employment because of such individual's race, color, religion, sex, age, disability, or national origin. Applicants requiring reasonable accommodation to the application and/or interview process should notify the Human Resources Department.