Registrar Support Specialist

Job Description:

POSITION: Full-Time Registrar Support Specialist (Administrative Assistant I): Registrar's Office; Haverhill (100 Elliott St.) & Lawrence (45 Franklin St.) Campuses; 37.5 hours per week; Monday through Friday, 9:00am - 5:00pm; AFSCME Unit I Position.

SUMMARY: The Registrar Support Specialist supports the Registrar's Office by processing student registration, academic record transactions, and class scheduling tasks while providing responsive customer service to students, faculty, staff, and other constituents. Reporting to the Registrar, the Registrar Support Specialist researches and resolves routine and moderately complex registration and records issues, coordinates documentation, and supports high-volume operational activities throughout the academic cycle, exercising sound judgment in the handling of confidential student information.

RESPONSIBILITIES:

The responsibilities include, but are not limited to the following:

• Serve as the front-line point of contact for the Registrar's Office, responding to telephone, in-person, and departmental inquiries, and acting as the primary respondent and liaison for the office's email account
• Process student record and enrollment transactions such as adds, drops, withdrawals, enrollment verifications, degree verifications, and transfer report requests
• Provide guidance to students, faculty, and staff on academic policies, systems, forms, deadlines, and related procedures
• Escalate policy-sensitive or complex registration and records issues to the Registrar as appropriate
• Support class scheduling, including creating sections in Banner and room assignments in 25Live
• Manage student record creation and related enrollment processes for special populations
• Conduct routine data validation, records cleanup, system testing, and special projects, reviewing and analyzing results to improve business processes that promote efficient and compliant Registrar operations
• Maintain documentation of the office's business processes and the Registrar's Office SharePoint page
• Assist with planning, coordination, and day-of Commencement operations in collaboration with the Registrar and Commencement Committee
• Ensure the accuracy, integrity, and confidentiality of student academic records in alignment with FERPA and institutional policies
• Perform other related duties as assigned
• Maintain a consistent presence across both campuses: Haverhill (4 days) and Lawrence (1 day)
• The Classification Specification is available at: Administrative Assistant Series

Requirements:

MINIMUM QUALIFICATIONS:

• Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

• Substitutions:

• An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

• An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

PREFERRED QUALIFICATIONS:

• Bachelor's degree
• Experience in higher education, preferably in a Registrar's Office or closely related area
• Experience providing customer service in a high-volume, deadline-driven office environment
• Experience with student information systems (e.g., Banner)
• Proficiency with Microsoft Office Suite
• Excellent attention to detail and organizational skills; ability to manage multiple priorities and meet established deadlines and institutional requirements
• Strong analytical and critical thinking skills to address system issues and support process improvement.
• Excellent interpersonal, written, and verbal communication skills to engage with diverse stakeholders, including students, faculty, staff, and external agencies
• Knowledge of FERPA, federal and state regulations, and institutional policies governing student records
• Ability to work independently, collaboratively as part of a team, and effectively across departments
• Experience working in a community college, particularly within the Massachusetts system
• Bilingual (Spanish/English)
• Experience working with and supporting a culturally diverse population

EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

CONDITIONS OF EMPLOYMENT:

• All candidates must have legal authorization to work in the United States. Northern Essex Community College does not provide employment-based visa sponsorship.
• Employment is contingent upon the successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information).

Additional Information:

SALARY: $2,152.54 - $3,024.90 biweekly ($55,966.04 - $78,647.40 annually). Pay grade 15; An appointment from outside the bargaining unit (AFSCME) must start at Step I of the range. Complete fringe benefit package including competitive health insurance, free dental insurance, basic life insurance, long-term disability insurance, paid sick, vacation and personal leave, educational benefits for employee/spouse/dependents, and excellent retirement benefits.

ANTICIPATED START DATE: ASAP

Application Instructions:

TO APPLY: To be considered for this position click on the "Apply Now" button, you will be prompted to set up a new account or login to an existing account. You will be able to upload the following required documents for consideration:

• Cover Letter, describing your qualifications and/or how you may be best suited for the role
• Resume/CV

Review of applications will begin 5 business days from the posting date and will continue until the position is filled.

Please note that finalist candidates will be asked to provide contact information for three (3) professional references, including current supervisor (or at least two previous supervisors)

DEADLINE: Open until filled

Northern Essex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Affirmative Action Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,978-556-3928/ etrelegan@necc.mass.edu), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. Northern Essex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Prospective employees are encouraged to review the College's Annual Security Report (ASR), in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: http://www.necc.mass.edu/clery