Job Details

Registrar Coordinator

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 11/01/2019

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Job Purpose

Performs a variety of complex administrative duties for the Law School Registrar's Office under the overall operative theme of "keeping track of data." This position is primarily responsible for managing several distinct areas: the visiting and transfer student application process; the faculty and course evaluation process, and the process for preparing and disseminating diplomas and other academic awards. This position is also the sole administrative support for reporting Law School student data for compliance purposes. The position engages in daily interactions with students, staff, and faculty and assists with the strategic planning of the Office.

This position is union-represented by the Lewis & Clark College Support Staff Association (LCCSSA).

What You'll Do
Manages transfer and visiting student application process and credit evaluation. This includes students requesting to transfer completely to L&C, students who wish to visit L&C and transfer credits back to another school, and L&C Law students who wish to visit other schools either for a summer program or longer.
Reviews and appraises transfer credit and graduation requirement equivalencies.
Advises and assists transfer and visiting students with initial registration.
Communicates with applicants and students on transfer and visiting status issues as needed.
Sends formal letters of acceptance or denial.
Works with L&C students regarding transfer in of summer school or visiting credit from other schools.
Records transfer credit accepted and degree requirements equivalency on transcripts.

Maintains monthly reporting of enrollment data and other information to the National Student Clearinghouse.
Reviews associated error reports and investigates issues in order to verify accurate data compliance.
Works with the Registrar to maintain accurate student information and coding for reporting purposes.
Works with Colleague and Informer databases to complete the required work.

Manages faculty and course evaluations for spring, fall and summer semesters using Blue software from Explorance.
Coordinates the evaluation process with faculty, including timing of evaluations.
Reminds students to complete evaluation.
Prepares final reports and disseminates to appropriate audiences.

Assists students with class registration, including, but not limited to, inputting the registration for students enrolling in law review credits. This entails coordinating with the three law review Editors-in-Chief (EIC) to approve credits for each member and registering as requested by student and approved by EIC.
Develops and maintains tracking mechanisms for specialty courses and graduation requirements.
Assists Registrar in course creation and proofing class schedules.
Reviews student academic progress to assess graduation eligibility and communicates with Registrar and students accordingly.
Participates in the administration of mid-semester and final exams.

Manages the printing, proofing, and distribution of diplomas, specialty certificates, and awards using Scrip-Safe.
Coordinates with professors/instructors to determine award recipients; reviews and confirms the certificate applications submitted by graduating students and coordinates with the professors who oversee the certificates; confirms names and spellings for all award winners; acquires appropriate signatures on diplomas and awards; coordinates commencement announcements and awards ceremony and commencement programs; collaborates with commencement coordinator to supply and proof names and awards of graduates for commencement program; maintains award data for historical purposes.
Maintains current awareness of technologies used in this area.

Assist students, graduates, faculty, and staff as needed, including answering questions in person, via phone and via email.
Monitors main Law Registrar's email account and updates the Registrar's webpages as needed using LiveWhale.
Researches technological developments in higher education for relevancy to office needs.

Manages transcript processing, including developing and maintaining print access and electronic access through Parchment.
Responsible for maintaining current awareness of transcript technologies and advising Registrar on potential developments.

Must Haves
High school diploma or equivalent (G.E.D.)
Two years of successful administrative office or academic student services experience.
Excellent word processing and database management skills.
Strong interpersonal skills including ability to interact with people of all backgrounds.
Strong writing and organizational skills.
Exceptional attention to detail.
Excellent proofreading skills.
Solid understanding of math and logic.
Strong skills in evaluating and adapting to new technologies.
Ability to regularly use multiple, differing software systems and databases.
Ability to work occasional evening hours, particularly during exam periods.

Nice to Haves
Bachelor's degree in related field
3 years successful administrative office or academic student services experience.
Previous working experience with Registrar's Office, Colleague, Informer, and HTML

Work Schedule
37.5 hours per week
Benefits Eligible: Yes

Pay Rate
LCCSSA Grade 15 Step F
$23.41 per hour

Physical Requirements
The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions
Bending, climbing stairs, sitting, standing, walking, grasping/gripping, pinching/squeezing, reaching, pushing/pulling, repetitive hand movements (e.g., typing), seeing, talking, hearing

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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