Assistant Registrar

Location: Klaipeda, LT, Lithuania
Date Posted: 11-09-2018
Position Summary:  To assist in providing accurate academic records and reporting within professionally recognized guidelines for use by the university, its graduates, and other institutions.
 
Areas of Responsibility:
 
STUDENT RELATED:
  • maintain student files (sort, file/update information)
  • ensure the student file has all necessary documents
  • enter student related information into student database and update it
  • enter/update alumni information
  • process different forms (program of study, academic misconduct, late arrival, etc.)
  • issue transcripts upon request and at the end of each semester for LCC students, Study Abroad, Erasmus and alumni
  • issue confirmation letters in English and Lithuanian
  • provide academic information to students (academic leave, withdrawal, program of study, advising)
  • prepare academic warning letters
  • assist with development and set up of student academic progress reports
  • record grades on academic progress reports at the end of each semester and summer session
  • prepare Honors List by semester
  • prepare study contracts/appendices to study contracts
 FACULTY RELATED:
  • answer questions related to registration, add/drop, grade changes, academic misconduct, final grades submission
  • collect syllabi
  • communicate with advisors (registration, academic misconduct, progress reports)
  • answer student related questions
 REGISTRATION:
  • create registration priority list
  • assist with Freshmen registration
  • check with SFS and Library regarding students debts
  • assist in updating course schedule
  • assist with preparation and distribution of registration materials
  • register students for courses, send registration confirmations/post registration numbers daily
  • assist students with questions regarding course offerings and add/drop procedures
  • communicate registration related changes
  • enter add/drop forms
 COURSE/GRADE INFORMATION
  • assist with mid-term and final grades collection and distribution
  • prepare mid-semester grade reports for fall/spring
  • prepare final grade reports for fall/spring and summer semesters
  • coordinate with Student Financial Services and Library regarding student holds for grades
  • send grade reports according to agreed timelines
  • process grade change forms
  • enter course information into database: titles, credits, faculty names, # of sections, Lithuanian translations
  • enter transferred and exchange courses’ related information, update students progress reports, arrange course translations with Lithuanian department chair
GRADUATION:
  • assist in degree audit for graduates in fall and spring
  • check graduates’ personal information (personal numbers and names, passport copies, high school diplomas)
  • distribute and collect caps and gowns
  • assist in issuing diplomas and diploma supplements
  • register diplomas, make copies
  • coordinate with Student Financial Services and Library re student holds for diplomas
 OTHER
  • provide service/reports to students/faculty/advisors/external organizations upon request (phone, email, in person)
  • communicate LCC academic policies to students/faculty/advisors
  • prepare documentation related to student status changes, diplomas, graduation, thesis defense
  • other items as assigned
Relationships:  
REPORTS TO:                   Registrar
WORKS CLOSELY WITH:               Faculty, students
                                    
Qualifications needed: 
 
EDUCATION:
  • B.A. degree required
EXPERIENCE:
  • Knowledge of the Registrar’s Office functions
 SKILLS:
  • Familiarity with Microsoft Excel, and Word required.  Knowledge of mail-merge between Excel/Word and Microsoft Access preferred. Proof-reading accuracy, precision, and attention to detail also required.
OTHER:
  • Needs to enjoy working with people in all situations and understand the importance of confidentiality.
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