Registrar Asst II

City Colleges of Chicago’s vision is to be recognized as the city’s most accessible higher education engine of socioeconomic mobility and racial equity – empowering all Chicagoans to take part in building a stronger and more just city. The community college system’s more than 3,500 faculty and staff serve more than 70,000 students annually at seven colleges and five satellite sites.

Reporting to the Registrar or Assistant Registrar, a Registrar Support Assistant II reviews student transcripts from institutions of higher education to match credit courses to CCC courses for the transfer of eligible credits to the academic records of students transferring into and/or attending CCC.

• Reviews official college transcripts to become familiar with grade key/legend and to ensure transcripts meet eligibility guidelines for acceptance and evaluation.
• Navigates TES using a multi‑step process to comparatively review course descriptions and identify whether an equivalency (i.e. rule) exists matching external courses with equivalent CCC courses.
• Checks if identified equivalency is current and accurate by comparing course descriptions; informs supervisor of any issues or discrepancies between the external course and the CCC equivalency.
• Identifies potential new equivalencies when no rule/equivalency exists for a course. Applies set procedures including comparatively evaluating CCC and external course descriptions in TES for similarities and reviewing catalogs/course descriptions from other institutions.
• Proposes new or amended transfer credit rules based on comparative evaluations. Submits recommendations for review and approval along with support documentation based on established district and departmental procedures.
• Informs supervisor of need to build new records in TES for courses that are not in the database.
• Posts approved transfer credit evaluations onto student records. Uses CS9 to enter, merge, and upload data onto student records; verifies data from TES system matches data in CS9 records.
• Posts placement test waivers in CS9 including foundational English and Math courses on transcripts in compliance with CCC policies.
• Responds to inquiries and explains results of transcript evaluations and the transferable credits applied to student accounts. Escalates inquiries to supervisor for final resolution as needed.
• Self‑audits work to check for accuracy of data entry and ensure that posted equivalencies and credits are accurately reflected in students academic records.
• Participates in ongoing training to remain current with CCC’s transfer credit evaluation procedures and processes, TES database functions, and other training relating to the Office of the Registrar.
• Complies with FERPA/ADA and other applicable laws pertaining to academic records.
• Performs all of the duties of a Registrar Support Assistant I.

• Prepares and maintains college's year‑long schedule allowing for student registration to credit courses, in coordination with the Registrar, Dean of Instruction, and other key stakeholders.
• Maintains templates for each department to build courses and track completion for each semester based on updates from the Office of Instruction.
• Enters class data into Campus Solutions (CS9) student information system to build each semester's schedule of classes by department (e.g., section; session; time; date, hybrid, online).
• Revises class schedules to reflect cancelled classes and other changes prior to start of semester.
• Quick enrolls students in cases where a class has been cancelled and changed to a new class.
• Maintains records of course scheduling templates and documents.
• Monitors contact time to ensure accurate scheduling time.
• Attends course scheduling meetings.

• Reports To:
  
  Registrar or Assistant Registrar
• Direct Supervision:
  None

• High School diploma or equivalent (such as HiSET or GED) and some college required. An Associate degree from an accredited college or university preferred.
• Three years of experience in a college environment required, preferably in a Student…