Under the general direction of the Registrar, the incumbent coordinates and conducts the day-to-day business of the Registration and Records Office, in support of the educational mission of the University. This position provides customer service to Students, Faculty, and the General Public.The incumbent is responsible for the majority of processing activities in the office
Essential Duties and Responsibilities:
Manages setup of for registration in PowerCampus and MyCDU (Self-Service portal) for student registration each term.
Coordinates and supervises registration of students in classes; coordinates processing of Adds, Drops, Withdrawals, Leaves of Absence, and is responsible for all aspects of student enrollment processing.
Coordinates and supervises production of Official Transcripts requested by students maintaining adherence to office procedures; prints on official transcript paper, applies appropriate stamps, seals, and signatures, seals in envelope, mails or makes available for pick up by student. Ensures that records of transcript requests are maintained and student inquiries regarding request status are responded to in a timely manner.
Supervises processing of Enrollment Verifications for current and past term enrollment on official forms and letters; tracks processing of Enrollment Verifications and responds to student inquiries regarding request status in a timely manner.
Sends email communications to students, individually and en masse, regarding important Registration and Records Office matters, such as registration, graduation, change of grade processing, etc.
Responds to student inquiries received in-person, by phone, and email in a timely manner; makes appropriate referrals to other individuals and offices as appropriate.
Evaluates Transfer Credit and posts accepted credit to students’ records.
Maintains Transfer Credit Policy (course equivalencies) in student information system for transfer institutions.
Maintains student records in student information system; makes updates and changes according to appropriate documentation and according to authorization (instructor, program director, chair or dean signature).
Maintains necessary audit trail for all transactions.
Maintains student files; files documents, transcripts, into student files upon completion of processing; date/time stamps receipt of documents.
Evaluates student records for graduation (degree/certificate completion) using PowerCampus Academic Plan (degree audit); posts degrees/certificates to students records in student information system, as appropriate and in a timely manner.
Maintains Academic Plan degree requirements in student system; rolls requirements to current term and updates as appropriate.
Coordinates diplomas and certificate orders for graduates, including duplicates requested and paid for by students; enters requests into vendor’s diploma order system, verifies spelling of names and accuracy of programs degrees and dates; mails printed diplomas to students and logs that such has occurred.
Certifies Veterans Educational Benefits in VA-ONCE system; meets with Vets and dependents eligible for VA benefits or Dept of Rehabilitation benefits; certifies enrollment and reports appropriate changes as they occur in accordance with VA regulations; participates in periodic training provided by Dept of Veterans Affairs; maintains VA student files as required by VA regulations.
Advises International Students with regard to DHS regulations; serves as a DSO (Designated School Official); collects required documentation (Passport, I-94, Visa, etc.) and issues I-20 to incoming students; registers students each term in SEVIS, per DHS regulations.
Provides overview of MyCDU self-service student information system to new students at Orientation; assists with dissemination of password / user ID information, system orientation, and access to MyCDU; assists students with Registration via MyCDU during Orientation.
Coordinates with Deans’ Offices to obtain and enter Schedule of Classes information into student information system each term; schedules classrooms. Also coordinates collection of Textbook information from academic programs and enters into textbook vendor system.
Interacts and communicates effectively with a diverse group of customers, including students, parents, faculty, staff and the general public and contributes to a positive and professional work environment.
Supervises issuance of Student ID Cards; ensures adequate ID card supplies are on hand during peak periods.
Represents Registration and Records Office in the absence of the Registrar.
Other Duties and Responsibilities:
Perform other related duties as assigned.
Supports the functions of the Office of Admissions and Office of Financial Aid and Scholarships on an as-needed basis.
Participates as needed in University events, which occasionally are held during evening or weekend hours.
Bachelor degree from a regionally accredited institution; Registrar or Admissions office experience may be substituted on a year-for-year basis.
Three-five years’ experience in Registrar or Admissions office.
Familiarity with practices and policies regarding records and registration
Familiarity with Family Educational Rights and Privacy Act (FERPA)
Knowledge of academic student record keeping in a setting of higher education
Knowledge of regulations related to Veteran Educational Benefits
Knowledge of DHS regulations and procedures related to International Student enrollment
Ability to maintain collegial working relationships with diverse/multi-cultural students, faculty, and staff.
Demonstrated ability to work effectively both independently and as part of a team.
Excellent organizational skills with the ability to handle multiple tasks simultaneously
Strong cross-cultural, interpersonal, and writing skills are necessary, including public speaking skills and the ability to represent the University in a positive way to diverse populations.
Excellent communication, interpersonal, and customer service skills.
Demonstrated database management skills
Ability to prioritize and meet deadlines; must be detail-oriented
Proficiency in Microsoft Office (MS Word, Excel, PowerPoint and Outlook).
Ability to speak, write and understand Spanish is a plus.
Experience with on-line student information systems is a plus.
The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.
The physical demands described here 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 functions.
Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Occasionally required to work in confined space.
The mental demands described here 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 functions.
Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.
Ability to work effectively with a diverse community.
Additional Salary Information: Commensurate with experience.
Charles R. Drew University of Medicine and Science (CDU) is a premier mission-driven university dedicated to transforming the lives of underserved communities through health professions education, biomedical research and compassionate patient care. Since incorporating in 1966 out of the ashes of the Watts rebellion, we’ve been serving South Los Angeles and beyond by working to eliminate health dis...parities and providing unique, quality education and training opportunities. CDU has produced thousands of diverse health care leaders ready to provide care in today’s workforce with excellence and compassion.
Excellent health and wellness for all persons, peoples and communities, in a world without health disparities.
The University develops a diverse group of health professional leaders who seek social justice, promote wellness, provide care with excellence and compassion, and are uniquely qualified to transform the health of underserved populations through outstanding education, research, and clinical services in the context of community engagement.
Excellence Accountability Compassion Diversity Integrity
Legacy Service Community Innovation Leadership