Employment at ArtCenter

Enrollment Services

Assistant Registrar

All members of the ArtCenter (or College) community are Guardians of Mission. Every position in the College plays an important part in carrying out the values, goals, strategic vision, and mission of the College. This includes diversity, equity, inclusion and culture. This includes diversity, equity, inclusion and culture.

The Assistant Registrar plays a critical role in delivering upon the Enrollment Services Department’s mission to support student success through advising and management of data and records essential for student enrollment and degree completion. Reporting to the Associate Registrar and Director of Enrollment Services, the Assistant Registrar performs essential clerical and functional operations within the department, including but not limited to advising students on curriculum requirements, program planning, policies, and procedures as well as monitoring academic progress. Will serve as a liaison between faculty and administration, taking a proactive, solution-based approach to all inquiries, providing accurate and consistent information and upholding academic standards. The incumbent will represent the department on multiple committees including Orientation, A-Team (Program Department Administrative personnel), and Ellucian Colleague Working Groups, as well as serve as the department liaison and leader on the Graduation Committee. Additional responsibilities include performing essential course scheduling and registration functions, data entry in the student information database, performing transfer credit evaluations, and upholding best practices to assure the integrity and security of student records and documents.

Reports to: Associate Registrar and Director of Enrollment Services

FLSA status: Non-exempt

Salary grade: 7


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

Applicants responding to posted job openings are asked to include a completed employment application with the application materials listed in the job posting.

Download ArtCenter Application

This position was posted on: 3/30/2021


Qualifications

  • Bachelor’s degree from and accredited college or university.
  • Minimum of three years of higher education administrative experience working with students’ records and policies, and/or as an academic advisor
  • Knowledge of the Family Educational Rights and Privacy Act (FERPA), academic standards and protocol
  • Strong interpersonal skills for student counseling and working with faculty and staff
  • Excellent written and oral communication skills, highly organized, able to balance priorities, takes initiative, reliable and resourceful
  • Attention to detail with ability to analyze and utilize historical and empirical data
  • Ability to handle multiple projects in a fast-paced office with frequent interruptions in the workplace
  • Strong computer skills with proficiency in MS Office Suite and student databases
  • Ability to work independently, taking appropriate initiative and ownership of work product
  • Strong orientation toward working in a team-oriented office
  • Ability to develop supportive and collaborative working relationships with students, faculty, and staff
  • Demonstrated experience in and a commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
  • Demonstrated commitment to providing excellent service to students, faculty and staff

Preferred Qualifications

  • Experience using Ellucian Colleague
  • Advanced skills using Excel to manage complex data sets
  • Experience working on projects that involve multiple stakeholders


Essential Functions

Student Support and Advisement — 40%

  • Advise students regarding registration and degree audit planning, ensuring effective and efficient progress toward degree completion Management of enrollment and student schedules
  • Management of enrollment and student schedules
  • Reply to student inquiries in a timely manner, both those sent directly and to the Enrollment Services inbox
  • Review, evaluate and approve transfer credit re-evaluations for re-admitted students or change of majors

Data Management — 35%

  • Maintain all records procedures for full compliance with State, Federal, and college policies and procedures
  • Implement departmental data management processes to ensure accurate records
  • Ensure accuracy and security of student academic records by adhering to departmental procedures for maintaining academic records and recording student grades in accordance with FERPA, College policies, and standard records management practices; troubleshoot issues that arise involving student records
  • Compile statistical data for reporting and analysis critical to departmental and institutional planning
  • Build courses and course sections in the student administrative database

Program Oversight and Implementation — 20%

  • Manage graduation process (3 times per year), including verification of degree audits, posting degrees, reporting degree information to National Student Clearinghouse, ordering diplomas, proofing student program information, conducting graduation information meeting and rehearsal, serving as project lead on day of commencement
  • Serve as a liaison to multiple academic departments, serving as a resource and support to ensure effective course creation and planning to facilitate registration for students; departments assigned will include Entertainment Design, Environmental Design (graduate and undergraduate), Fine Art, Film (graduate and undergraduate), Photography, Humanities and Sciences, Graduate Art, Graduate Industrial Design, Graduate Media Design

Non-Essential Job Functions — 5%

  • Serve on educational or institutional committees as appropriate
  • Maintain memberships and active involvement in applicable professional organizations

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 Director, Title IX Compliance and Programs, or designee or the Associate 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.

This is a full time position. Normal business hours are Monday through Friday, 8:30 a.m. to 4:30 p.m. The position may require flexibility to work a staggered, remote or alternate schedule to meet the demands of the work, which could include weekends or evenings.  

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, chemicals, dust and noise.

Physical: The position is generally performed in an office setting. Primary functions require sufficient physical ability and mobility to work in an office setting or attend/work events; 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 30 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. Regular and consistent attendance are required for most positions. Ability to travel between campuses.

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.


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.