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Yuba Community College District
  • Position Number: 3560026
  • Location: Yuba City, CA
  • Position Type: Admissions/Enrollment


District Registrar

Location: Sutter County Center - Yuba City, CA

Job Description:
MANAGEMENT/CLASSIFIED - SUPERVISOR

Deep Commitment to Student Access and Success:

BASIC FUNCTION: Under the general direction of the Vice Chancellor, the District Registrar is responsible for the coordination and oversight of enrollment and attendance accounting services for the colleges and district. Major duties include the coordination of the key functions associated with admissions, attendance accounting, technology for admissions and registration processes, registration, transcripts, research, and data related to enrollment. Additionally, the incumbent will provide supervision, hiring, training and evaluation for the designated staff; provide technical expertise, direction and implementation of new software and hardware technology; be responsible for proper accounting of all college enrollment fees and tuition collection, and ensure minimum exposure to error or misappropriation.

DISTINGUISHING CHARACTERISTICS: The District Registrar will provide administrative leadership, direction, and policy development in those areas of responsibility for all colleges and sites; under the general direction of the Vice Chancellor, has major responsibility for the interpretation and implementation of the policies and procedures, including the selection and evaluation of designated staff and program budget development and monitoring. Prepare, recommend and implement goals and objectives of the Registrar's Office to achieve the strategic directions of the colleges and the District; plan, direct and evaluate the areas of information, admissions, and enrollment services. In addition, the District Registrar assists in adjudicating some student petitions and appeals with regards to enrollment rules and regulations.

Essential Duties Summary:
REPRESENTATIVE DUTIES AND RESPONSIBILITIES:
  • Oversee and coordinate enrollment services procedures including determining and approving changes of residency according to the California Education Code and Title 5.
  • Oversee and coordinate registration process, including training permanent and temporary staff.
  • Responsible for the maintenance and integrity of all student academic records including but not limited to student degree audit, certifications, transcript services, records management, data imaging of records, and transfer credit evaluations.
  • Evaluate enrollment and registration processes and implement changes to remove barriers and improve efficiency.
  • Create a welcoming gateway to the district colleges, regardless of location or means of delivery through effective practices; commitment to quality student services; and through the development of a college registration timeline for general student and special population student registration.
  • Maintain knowledge of best practices, new developments, and innovative enrollment strategies in higher education; recommends changes to maintain relevance of programs and services to meet student and institutional needs.
  • Provide technical guidance to support staff in the student services area; assess training and development needs of the support staff.
  • Prepare and revise admissions and records technical documentation to support staff in decision-making across all campuses and sites.
  • Analyze, develop, and implement procedures, programs and activities to improve and enhance services to students, faculty, and staff.
  • Supervise the preparation and distribution of information to faculty regarding deadlines (e.g. senses to purge rosters for attendance reporting, final grade deadlines, incomplete, pass/no pass).
  • Interpret, coordinate and implement all Board policies, pertinent requirements of Title 5, the California Education Code, and Federal regulations that affect admission and enrollment, components related to admissions, residency determinations, and attendance accounting practices of the District.
  • Participate in the development and implementation of automated systems to facilitate admissions and records functions; provide input regarding District, State and technical requirements related to college admission, transcript evaluation, residency determination, graduation requirements and related areas of expertise.
  • Collaborate with Information Technologies to ensure data is accurate and valid.
  • Provide technical expertise in computer utilization and testing, program modification, and related report systems. Stay current in new software/hardware development and make appropriate recommendations for upgrades to computing services processes (i.e. Schedule of Classes; College Catalogs; website information).
  • Coordinate with the Information Technology Department regarding various departmental needs and requirements for data processing utilization.
  • Oversee the collection of data for the attendance accounting reports for state federal and local agencies.
  • Prepare state attendance accounting reports including the CCFS-320 reports.
  • Oversee the collection and maintenance of rosters and grades from faculty.
  • Assist the Vice Chancellor by conducting research for reports, surveys, and correspondence necessary in support of the Registrars Office.
  • Prepare and monitor department budget.
  • Assist in adjudicating student petitions and appeals with regard to enrollment rules and regulations.
  • Adhere to, and enforce, the policy/procedures for course prerequisites on courses.
  • Monitor changes requested to students records, including name changes, grade changes, social security numbers, etc.
  • Determine residency and academic eligibility for student athletes for participation in sanctioned athletic events, ensuring compliance with California Community College Athletics Association (CCCAA) eligibility requirements.
  • Verify process and respond to all requests made in conjunction with the Soloman Amendment and subpoenas.
  • Interpret requirements of FERPA, California Education Code, and Title 5 pertaining to District policies regarding admissions, registration, grading records, and other related materials as required by faculty, staff and students.
  • Enforce the Records Retention Policy in accordance with Title 5 guidelines for general student records; permanently, securely and confidentially maintain student records with a provision for securing back-up of all files; direct and maintain the retention and/or destruction of student records.
  • Develop and coordinate the student services sections of District publications including the college catalogs, class schedules and websites.
  • Attend regional and state meetings as necessary; represent the district in local, regional, statewide, and national meetings and committees.
  • Works collaboratively with the colleges to develop department Administrative Unit Outcomes (AUOs) aligned with the District Student Learning Outcomes (iSLOs).
  • Work collaboratively with the colleges to coordinate Administrative Services Review (program review) and frequent assessment of department activities.
  • Coordinate and support enrollment management efforts at the colleges, coordinate this function in support of the Colleges instructional, counseling, public relations initiatives, and community outreach and innovative registration programs.
  • Stay current on Title 5 regulation changes and update District policy as necessary.
  • Manage online enrollment services.
  • Coordinate with instructional areas regarding policies and questions from faculty, staff, and students related to student services.
  • Plan and facilitate working relations with colleges and District departments and staff for successful enrollment services.
  • Responsible for student enrollment, accounting, reconciliation, auditing and refund processing in cooperation with Fiscal Services.
  • Participate on the committee for the planning, developing, and implementation of the Academic Calendar. Integrate Board approved calendar for appropriate admissions and enrollment services processes.
  • Perform other duties as assigned.



KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
  • Federal and state laws; policies and regulations relating to the admissions and registration of college students
  • Key operation of a fully integrated Admissions and Records office including admissions, enrollment, records, attendance accounting, requisitions, and SSSP functions
  • An understanding of data processing systems and equipment
  • Title 5, FERPA, CCFS-320, student fees, and attendance accounting policies and Board policy Management skills including planning/development/implementation, supervision, budgeting procedures, and Board understanding of critical human relations principles in relation to a diverse clientele
  • Report preparation and record keeping, including computer record keeping technologies in relation to Admissions and Records procedures
  • Computer data entry and retrieval
  • Key strategic enrollment services planning and evaluation

ABILITY TO:
  • Communicate accurate attendance accounting procedures
  • Plan and organize large, complex tasks; supervise the work of designated staff
  • Relate effectively with a wide diversity of students, faculty, staff and community members Work in an atmosphere of collegial decision-making; demonstrate consensus-building skills
  • Communicate clearly, both orally and in writing
  • Demonstrate sensitivity to and respect for a diverse population Monitor the grade and attendance accounting procedures Understand and apply District/State policy and rules
  • Take a leadership role in developing and deploying technology-based academic records services Make independent judgments within the established guidelines
  • Supervise designated personnel, assign workload and provide staff training as required



Required Qualifications:
MINIMUM AND DESIRED QUALIFICATIONS:Any combination equivalent to: Bachelors degree or equivalent from an accredited college or university and three (3) years of increasingly responsible experience in research, analysis and/or review in at least one student services program area (Enrollment Services, Counseling, Financial Aid, Outreach, and/or Student Activities); or in a related field which demonstrates the knowledge, skills, and abilities necessary to meet the performance of the student services program area; experience in a supervisory capacity involving enrollment services development and evaluation. Must possess sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.FOREIGN TRANSCRIPTS:Include a U.S. evaluation and translation. Contact the Human Resources website for a list of agencies providing foreign transcript services.

Desired/Preferred Qualifications:
DESIRABLE QUALIFICATIONS: Evident of sensitivity to and understanding of community college students diverse academic, socioeconomic, cultural, and disability, and ethnic backgrounds. Familiarity with and sensitivity to the needs of minority students from multi-cultural backgrounds, especially within the context of working within an HSI. Supervisory/management experience in a California Community College setting. Familiarity with related Student Information Systems. General knowledge and understanding of community college matriculation services. Experience with retention strategies.

Physical Demands:
LICENSES AND OTHER REQUIREMENTS:Valid California Drivers License

Range/Step: Range 30, Management Salary Schedule

Salary Range: $87,742/YR STEP 1 - $101,677/YR STEP 5

Benefits Information:
BENEFITS/SALARY: The District offers a comprehensive benefits package for employees and dependents, for positions whose FTE is .60 or higher, valued at over $24,273 annually with currently no out of pocket expenses to employees or dependents for medical premiums. The package includes health, dental, vision, two (2) life insurance policies and an Employee Assistance program. Additional benefits include contributions to the Public Employees Retirement System (PERS) which is integrated with Social Security OR the State Teachers Retirement System (STRS), 457/403b options, 22 vacation days, 3 Administrative days, 3 Non-duty days, 2 Floating Holidays, 12 sick days and 20 holidays.

* This position is anticipated to be assigned to the District Office but may be required to travel within the District.

WORKING CONDITIONS: In accordance to Board Policy, smoking is restricted in many areas of the Yuba Community College District.

WORK DAY, WORK WEEK, and WORK YEAR: The District has the right to establish work day, work week, work year; hours of positions within the District may vary.

INTERVIEW: Candidates selected for an interview will be required to visit Yuba Community College District at his/her own expense upon a date selected by the District. Meeting minimum qualifications does not guarantee an interview.

FOREIGN TRANSCRIPTS: Must include a U.S. evaluation and translation. Contact the Human Resources website for a list of agencies providing foreign transcript services.

PRE-EMPLOYMENT REQUIREMENTS: Employment is dependent upon Department of Justice (DOJ) clearance; all fees are the responsibility of the selected candidates and serves the purpose of obtaining a criminal history as authorized by the California Education Code. All prospective employees shall be required to provide verification of TB test.

EQUAL EMPLOYMENT: Yuba Community College District is an Equal Employment Opportunity Employer and guarantees equal opportunity regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age or sexual orientation and does not discriminate in its educational programs, in employment nor in any other of its activities.

Posting Number: AS627P
Open Date: 10/19/2022
Close Date:
Review Start Date: 11/21/2022
Open Until Filled: Yes

Special Instructions to Applicants:
APPLICATION PROCEDURE AND DEADLINE: To apply, please visit: https://yccd.peopleadmin.com and complete an online Management application Please provide description and details for each position held. See resume or left blank will automatically disqualify your application. Please include the following required document(s): Unofficial Transcripts, and Equal Employment Opportunity Statement (attached in a Word document). For questions about Yuba Community College Districts application process, please contact Mayra Duenas @ mduenas@yccd.edu. Before a candidate is employed with the District, the candidate will be confirmed by the Governing Board. IF YOU REQUIRE REASONABLE ACCOMMODATION TO APPLY FOR THIS POSITION, please contact the Human Resources Office at (530) 741-8765.

To apply, visit https://yccd.peopleadmin.com/postings/3161

EEO Statement As an equal opportunity employer with a diverse staff and student population, the Yuba Community College District is committed to creating an inclusive and effective learning and working environment for all.







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