Assistant Registrar

Job Category: Fulltime Regular
Exempt Overtime Eligible: Exempt
Benefits Eligible: Benefit Based

Caltech is a world-renowned science and engineering institute that marshals some of the world’s brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Caltech’s Registrar’s Office oversees academic records, course enrollment, and graduation clearance. The Assistant Registrar is responsible for a wide variety of student enrollment and office management tasks and is a front-facing position that serve walk-in inquiries as needed. They collaborate with the Registrar and Associate Registrar in data evaluation and the annual graduation clearance process.

The Assistant Registrar supports the integrity of curriculum by enforcing course and program requirements, as wells as associated policies and deadlines. This position requires the ability to work independently and make appropriate decisions in relation to requests for exceptions. They work with the student database, Exeter, and runs queries in SQL Developer. They are expected to update processes related to their position to increase efficiency as needed.

Essential Job Duties

• Oversees the creation of Fall schedules for all first-year students.
• Evaluates and enters degree audit overrides for requirements such as course substitutions and waivers for undergraduate and graduate students.
• Prepares and distributes a weekly report identifying which students recently returned or left the Institute.
• Assists in answering academic curriculum and policy questions for the Caltech community.
• Oversees the annual on-boarding of new matriculants and ensures patent agreements, transcripts, and other required forms are collected.
• Oversees the creation of non-degree student accounts.
• Coordinates transfer credit evaluations and data entry.
• Processes petitions from the Graduate Studies Office and Undergraduate Deans’ Office related to student status changes.
• Oversees the office’s forms and upgrades from PDF to online forms and workflows.
• Manages room reservations for 8-10 classrooms.
• Assists with Commencement including making updates for graduation candidates.
• Performs other duties as assigned.

Basic Qualifications

• Bachelor’s degree.
• 3 years of directly relevant experience and progressive responsibility, preferably in a registrar’s office.
• Excellent facility in using Microsoft Office Suite, including Word and Excel, and ability to use related office equipment.
• Ability to handle sensitive information and maintain confidentiality, Working knowledge of FERPA.
• Ability to communicate and effectively interact with people across cultures and worldviews, both individually and as part of a team, and to respond effectively to sensitive inquiries or complaints.
• Success managing multiple priorities under tight deadlines, establishing goals and priorities, and demonstrating personal initiative working without close supervision.
• Professional written and oral communication skills. Ability to effectively present information to a wide range of constituents.

Preferred Qualifications

• Master’s degree.
• Data query experience (SQL or other).

Required Documents

• Resume.

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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