Assistant Director, Records and Registration

Caldwell Community College & Technical Institute   Hickory, NC   Full-time     Education
Posted on February 23, 2023
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Assistant Director, Records and Registration

SALARY:    $43,760.00 - $51,053.00 Annually

OPENING DATE: 02/23/23
CLOSING DATE: 03/15/23 11:59 PM

The Assistant Director, Records and Registration is a full time, 12-month position serving all locations but located primarily on the Caldwell Campus. Under the direction of the Director of Records and Registration, the Assistant Director, Records and Registration provides high quality service to students and employees to achieve a high standard of excellence and innovation by supporting the enrollment process and maintaining student records.

Essential and other responsibilities and duties may include, but are not limited to, the following:


Essential Functions:


Assist the Director, Records and Registration to ensure the most effective and efficient registration and graduation for CCC&TI students. 
Work collaboratively with Director, Records and Registration to foster a team environment and execute student-centric functions in the area of Records and Registration.
Assist Records and Registration staff with technical processes of admission applications. 
Assist Record and Registration staff with technical processes for the NC College & Career Promise (CCP) high school dual enrollment courses and Continuing Education Courses.  
Monitors operations and activities of the Continuing Education records and registration function; work with staff to find solutions and recommend improvements and modifications to practices to ensure compliance.
Coordinates all records and registration of CCP students. Continually performs record audits to ensure CCP eligibility.
Assist Director, Records and Registration with graduation verifications and evaluate incoming college and university transcripts for transfer credit.
Maintain integrity of the department through accountability and ethical behavior by protecting the confidentiality of student records in compliance with local, state, and federal guidelines. 
Collaborate with the Director, Records and Registration, to help coordinate, implement and participate in auditing all student records.
Communicate with the National Student Clearinghouse and coordinate reporting of student data.
Provide transcript and enrollment verification services for both students and alumni. 
Assist with local, state, and federal reporting to ensure adherence to guidelines.
Assist with the end of term processes while administering academic progress policies.
Monitor degree audit reports/evaluations and course substitutions for graduation.
Maintain college web pages associated with Student Records, Registration, and Graduation.
Marginal Functions:


Assist with graduation activities and ceremonies.
Assist with Academic Planning and Registration. 
Support the mission, vision and goals of the division and college.
Perform other duties as assigned.
This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice


Knowledge of:

Datatel, Informer, National Student Clearinghouse and Smart Catalog.
Principles and practices of interpretation and implementation of registration and records management.
Pertinent federal, state and local laws, codes and regula­tions.
Recent developments, current literature and information related to registration and records management.
Marketing theories, principles and practices and their applica­tion to registration and records man­age­ment.
Mission, vision, and values of CCCTI.

Ability to:

Maintain both a personal and professional environment within Records and Registration while fulfilling the College’s mission.
Interpret program evaluations and degree requirements.
Contribute as an enthusiastic and creative team player.
Proactively identify problems, create innovative solutions and take charge of projects.
Communicate effectively with internal and external stakeholders.
Maintain confidential information and work processes, with particular focus on independent action, limited supervision and flexibility in completing tasks.
To see multiple perspectives; a willingness to take risks; and a willingness to accept responsibility for professional and personal growth, and change.
Assist with registration and records management programs.
Interpret, explain and implement campus policies and procedures.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with faculty, staff, students and general public.

Environmental Conditions:

The employee should have the ability to effectively handle a work environment and conditions which involve an office workspace, working closely with others, and periodically working irregular hours.


The employee must maintain the office by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.


Physical Conditions:Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, reaching above shoulder, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.


The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.


Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions:

This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm, including one evening per week till 7:00 PM. This position generally works daytime hours, but has the potential for occasional evening or weekend hours.  

Traveling Conditions:

Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences.




Demonstrated experience with student records, including an understanding of FERPA guidelines required.
Strong communication (written and verbal) and organizational skills, with particular focus on attention to detail required
Experience working with Datatel Colleague and Informer Reporting preferred.
Previous experience with System Office Reporting and National Student Clearinghouse preferred.

A bachelor’s degree with 1-3 years of experience in the area of Student Services with increasing responsibility in college registration procedures and records management required.
A bachelor’s degree with five years of experience in the area of Student Services at a community college with at least two years of increasing responsibility in college registration procedures and records management preferred.