Employment at ArtCenter

Enrollment Services

Associate Registrar

The Associate Registrar supervises the day-to-day operations of Enrollment Services including managing student issues and working with all office staff. This position also serves in the capacity of the Registrar in their absence, managing all infrastructure operations and additional projects and services. The incumbent ensures the security of student academic records and personally identifying student information, maintaining compliance with state and federal regulations, and implementation of data management processes. 

Reports to: Director, Enrollment Services and Registrar

FLSA status: Exempt


Job posted 11/6/2018. Applications will be accepted until the position is filled. Qualified applicants should send cover letter with resume and employment application to HR@artcenter.edu and reference “Associate Registrar” in the subject line.

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Qualifications

  • Bachelor’s degree in business management, education or related field from an accredited college or university
  • Minimum three years of professional experience in enrollment services/records office/registrar’s office at a college or university
  • Experience in advising students on academic requirements
  • Good verbal and written communication skills, excellent organizational skills with attention to detail, precision and accuracy
  • Familiarity with policies, procedures and regulations affecting student enrollment, student privacy, and FERPA
  • Demonstrated skills and strong commitment to providing excellent service to students, faculty, chairs, and staff
  • Proficient in Microsoft Office Suite and student information databases
  • Ability to handle confidential information with tact and discretion and recognizes the confidential nature of ArtCenter business
  • Demonstrated experience in and a commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities


Preferred Qualifications

    • Experience working in an art and design school
  • Experience and knowledge of Colleague

Essential Functions

Administrative Operations — 60%

    • Provide day-to-day management of the Enrollment Services office functions and assists with the staff management, focusing on high standards of student service and integrity of student records and academic excellence, and maintenance of the Academic Calendar
    • Must at all times provide accurate and consistent information; clarify program requirements, policies and procedures
    • Assist the Registrar in providing professional development and trainings for staff to ensure that high standards of service are met
    • Oversee and manage the digital scanning of archived files in accordance to policies and procedures
    • Serve as an Academic Liaison for Undergraduate Education and Graduate Education working with the department chairs to create and modify course numbering, listings, and descriptions; oversee enrollment of the graduate studies programs; develop class offerings each term; and schedule students into appropriate classes
    • Manage the creation, editing, and maintenance of all Enrollment Services forms
    • Create and maintain a room reservation system for both Campuses; manage polices, communications and prioritization with the Provost’s Office
    • Collaborate on developing room scheduling processes in a complex higher education environment
    • Assist the Registrar with statistical reports; act as a secondary contact person for statistical needs of other departments and agencies
    • Assist the Registrar in overseeing the registration and graduation processes
    • Assist in the maintenance and update of the Student Catalogue, Student Handbook and other print and digital publications
  • Serve as the backup for the National Student Clearinghouse enrollment and degree data transmissions

Student Records and Advising — 35%

    • Provide for the security and integrity of the student records system, and ensure compliance with federal and state regulations in regards to student academic records, in particular the Family Education Rights and Privacy Act (FERPA)
    • Serve as the coordinator for student status audits; create and maintain list of student who are below units for full time status for the coming term; work with students to bring their class schedule to full time
    • Process registration request and waive/substitution of classes; process Change of Standing request; verify eligibility for ArtCenter Lite or Leave of Absence
    • Advise students on particular curriculum needs by term of entrance and course study; answer general and specific questions regarding the student’s schedule, academic and studio requirements remaining to graduate, and other Enrollment Services policies and procedures
  • Serve as the primary coordinator of advising services and support for students on academic probation and suspension, developing strong communication and support networks with the academic department chairs and other student support service offices

Non-Essential Functions — 5%

    • Liaise with Student Affairs departments, the Department Chairs’ Office, and other ArtCenter offices to implement and monitor applicable academic and administrative polices
    • Develop and maintain relationships within the educational and professional community of ArtCenter and with professional organizations outside of ArtCenter at the national and regional level (e.g., AACRAO, PACRAO)
    • Serve on college-wide committees
  • Perform other duties as assigned by the Registrar

Mandatory Duty to Report

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the DHR Administrator and Title IX Coordinator, or designee or the Assistant Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.


Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

Physical: The position is generally sedentary and the primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Must be able to travel between campuses and buildings.

Vision: Must be able to have the visual capacity to perform activities such as preparing and reading reports, viewing a computer terminal and other normal office work with or without correction.

Hearing: Must be able to communicate effectively in the course of normal office communication or exchange ideas with or without correction.

 

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.


ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.