Assistant Director - Student Registration and Records

Salary $50,790.00 Annually
Location  Dallas, NC
Job Type Full-Time Regular Staff
Job Number 2022-00719
Division Student Affairs
Department Student Registration and Records
Opening Date 04/06/2026

SUMMARY

Open until filled-

Responsible for day-to-day administrative supervision of the registration and records functions, including assisting with supervising staff. Support and coordinate various registration and records services and processes to maximize efficiency and effectiveness with an emphasis on customer service and student success. Develop and maintain a thorough knowledge of state and institutional policies and regulations that pertain to Full-Time Equivalence (FTE) reporting. Plan, coordinate and direct the graduation ceremony. Assume primary responsibility for yearly setup and testing for the Ellucian Colleague software, automating manual processes and training of staff. Responsible for maintaining the document imaging system and supporting the College as an internal consultant to design workflow processes to achieve a more paperless environment. Primary custodian for records management; perform data-mining and analysis for internal and external clients using computer applications and software. Reports to the Director-Registration and Records.

DUTIES AND RESPONSIBILITIES

1. Responsible for day-to-day administrative supervision of the registration and records functions.Respond to policy and procedure inquiries relating to registration, academic status, and deadlines.
2. Assist with supervising staff and serve as the back-up in the absence of the Director of Registration and Records. Responsible for performance management activities including training, motivation, productivity, accountability, and personnel recommendations.
3. Support and coordinate various registration and records services and processes to maximize efficiency and effectiveness, with an emphasis on customer service and student success.
4. Act as the primary custodian for records management to ensure compliance with College policies and state and federal regulations. Responsible for maintaining document imaging and related processes in an effort to achieve a greater paperless environment.
5. Manage student records to ensure they are accurate and up-to-date in response to various records management activities including processing high school and college transcripts, test scores, change-of-major forms, residency reclassification status, and other official registration and records-related student information from both internal and external sources. Verify and process grades and resolve grade-related issues.
6. Assist with the registration and drop/add processes; provide information to students concerning dates and times of registration; grant online access; direct inquiries concerning student holds; assist with promoting online registration. Assist in evaluating 10% rosters to determine Full-Time Equivalence (FTE) eligibility.
7. Assist students with graduation and eligibility, verify diploma orders, assist with commencement plans, certify students for graduation, and issue diplomas and graduation verification letters. Plan, coordinate, and direct the graduation process by planning the commencement ceremony.
8. Assist with end of term processes including assessing students for certificate completions.  Review candidates for Reverse Transfer degrees based on data received from System Office.
9. Ensure that accurate data is being supplied to National Student Clearinghouse by handling all error reports generated after data submission. Oversee electronic transcript processes with National Student Clearinghouse.
10. Actively participate in College-wide committees.
11. Maintain and expect professionalism in the performance of duties; foster collaboration, collegiality and support. 
12. Perform other duties as assigned.

MINIMUM EDUCATION QUALIFICATIONS

• Bachelor's degree required.

MINIMUM EXPERIENCE QUALIFICATIONS

• At least 3 years’ experience in registration and records in higher education required. 
• Experience using computer applications/software required.
• Attention to detail with the capability to multi-task required.
• Excellent organizational and analytical skills required.
• Effective written, oral, and interpersonal communication skills required.
• Experience writing and analyzing reports and using document imaging systems preferred. 
• Supervisory experience preferred. 

PHYSICAL REQUIREMENTS

• Generally works in a traditional climate-controlled office environment and requires the ability to sit for extended periods. 
• Some walking, standing, and bending required, and the ability to lift and maneuver items weighing up to 25 pounds. 
• Work environment can be stressful at times in dealing with a wide variety of challenges and deadlines.
• In addition to regular office hours, position sometimes requires overtime and/or evening hours.

BENEFITS

Gaston College provides a comprehensive, affordable insurance and benefits program.  We are continuously investigating new benefit offerings that are responsive to the needs of our regular** employees.

• State Health Plan
• Dental Insurance
• Vision Insurance
• Health Care and Dependent Care Flexible Spending Accounts
• Employee Assistance Program
• Additional Supplemental Insurances
• NC State Retirement Plan
• Supplemental Retirement Plans
• Disability Benefits, Long- and Short-Term
• Longevity Pay
• State Employees' Credit Union Eligibility
• Leave (Vacation, Sick, FMLA, Civil and Military, Child/Student Involvement, Education, and Voluntary Shared)
• Paid Holidays
• Educational Advancement Compensation
• Tuition Assistance
• Employee Discount Program
• Benefits Overview Booklet

**Please note:   Temporary (part-time) employees do not earn benefits.

Salary/Compensation: $50,790 per year

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