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Registration Supervisor Full-time

at Joliet Junior College in Illinois (Published at 14-03-2019)


To provide a wide variety of highly responsible and complex clerical duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Registrar and Assistant Registrar. Supervisor is responsible for the staffing and supervision of full time enrollment specialists and part time enrollment clerks. May maintain various databases. Position requires considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations as required. Work requires a thorough knowledge of the policies and procedures within the department, division, and college systems.

1. Interview, recommend for hire and train all registration specialist and enrollment clerk staff. Supervise full and part-time registration and Romeoville enrollment staff. Request new employee set-up, assign mnemonics as position security level demands.
2. Monitor schedule and adjust work hours of registration and enrollment staff as need demands. Work with Assistant Registrar to schedule other staff as needed. Assist the Asst. Registrar with overseeing payroll for registration and enrollment staff.
3. Process e-mail /telephone/in-person requests from Deans, Department Chairs, Secretaries and Department Coordinators for exceptional student registration regarding special registration intervention.
4. Assist the Academic Deans and the Dean of Students with processing of General Petitions requests for refunds, late withdrawals and grade appeals. Partner as a member of the petition committee.
5. Grant/Deny time conflicts forwarded by instructors and deans for approval.
6. Test new/updated processes, changes in requirements, updated screens, course changes, new screens and any changes in the system that will impact the registration of students.
7. Update the electronic registration manual, informational sheets, semester updates, contact lists and telephone contacts on a semester basis.
8. Register high risk students on academic probation, those who return from dismissal, and special program groups that require selective admissions.
9. Drop students with behavioral/disciplinary restrictions as directed by the Dean of Students and Student Conduct Coordinators.
10. Work with other areas to modify and correctly enter Registration data using the backdating feature to reflect adjustments in tuition, transcript grades, residency, reinstating of courses and verifying grades.
11. Determine priority registration dates. Set eligible priority groups for current and future academic years. Prepare Semester Registration Information for publication. Process priority registration list each semester, notifying students through the Colleague Communication Management system.
12. Inform students, staff and faculty on all registration procedures and current changes as they develop. Receive and direct visitors, answer telephone calls and external email requests.
13. Run necessary reports. Monitor, update, prepare and record telephone messages for registration telephone. Enter mnemonics to open registration after published drop date.
14. Enter and remove registration restrictions. Create, update and order registration forms. Provide information on refund, withdrawal dates.
15. Scan documents, maintain registration override e-mails file, and re-register students deleted in error after drop date.
16. Investigate registration activity as required for documentation. Work with students to resolve problems.
17. Represent Registration at meetings as requested by Registrar and Asst. Registrar. Know basic procedures for Records and Transcript areas.
18. Assist students with user name, password, and security questions regarding eResources sign in.
19. Assist Registrar and Assistant Registrar in other duties as assigned.

1. Associates Degree or equivalent.
2. Five (5) years of progressively responsible secretarial experience with supervisory responsibilities.
3. Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows and/or Mac, the Ellucian System with knowledge of the student record/schedule/faculty assignment sheet system, Intranet, QuickBooks, E-mail and Internet.
4. Ability to accurately enter data proofread carefully. Ability to perform multiple tasks simultaneously.
5. Excellent verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
6. Attentiveness to detail, excellent organizational skills, initiative, math aptitude.

1. Bachelor?s degree.
2. Experience in the community college environment.

Must be able to demonstrate the ability to work under pressure during peak registration periods, accommodate long line of students and answer heavy volume of telephone calls.

Duties are performed indoors in an office environment.

Application Procedures: ?Apply to this Job at employment.jjc.edu?

Application Deadline: 3/24/2019

    All offers of employment are contingent upon the following:
  • Satisfactory results of a background check
  • Post-offer, pre-employment Drug Screening for employees that are new to the College
  • Post-offer, pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Joliet Junior College is an equal opportunity/affirmative action college supporting diversity.

Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security compliance document along with the Fire Safety Report (FSR) and the Missing Person Policy (MPP) for students residing in ?on campus? student housing is available at the JJC Police Department website :

If you would like to receive the ASR, FSR or MPP in booklet form, you may stop by the Campus Police Department located on Main Campus in G 1013 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses.
This information is required by law and is made available by the Joliet Junior College Police Department.

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