Registrar Office Specialist- Part-Time at College of Eastern Idaho in Idaho Falls, Idaho

Job Description:

Job Summary

The Registrar Office Specialist will perform a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments; this involves knowledge of multiple procedures and program guidelines to make decisions over a variety of tasks. The specialist responds to non-routine inquiries and explains department services, policies, procedures, and rationale for decisions to faculty, staff, and current/prospective students.


The specialist utilizes a variety of computer operations to perform office support duties such as, but not limited to, composing correspondence; creating, reviewing, and processing documents and records; identifying and correcting errors and omissions on documents received from staff, departments, and/or public; and maintaining accurate records.


This position, on occasion, may be required to work outside of the regular work schedule to accommodate campus event needs.

Typical Job Functions

First point of contact for the Registrar Office

Enforces policies and procedures pertaining to the Family Educational Rights and Privacy Act (FERPA)

Process name change requests for students

Provide unofficial transcripts for current and past students

Assist Registrar Office with the Regalia Rental Program

Supports Registrar Office in planning commencement activities

Share program evaluations for students

Process incoming official transcript requests

Provide class schedules and billing statements to inquiring students

Point of contact for entering Release of Information data into Colleague

Verify student enrollment for federal investigators

Scan and shred Registrar documentation

Tracks and updates CEI web changes from the Registrar's section

Assist in processing Academic Warning, Probation, Suspension, Dean's & President's list letters to current students

Provide transfer equivalency reports (TRER) for transfer students

Verify education requests through the National Student Clearinghouse

Assist prospective and current students through telephone, email, and in-person

Assist with campus events

Perform miscellaneous job-related duties as assigned

Minimum Qualifications

High school diploma or GED

Prior experience working in an office setting

Proficient in Microsoft Office Suite

Demonstrates professionalism through telephone, email, and in-person communications

Incumbent must reside in the State of Idaho (CEI does not currently sponsor H-1B visas)

Additional Desired Qualifications

Working knowledge of state and federal (FERPA) regulations

Experience working in a community college setting, serving a diverse, non-traditional student population

Experience working with Colleague by Ellucian ERP and/or other major ERP systems

Bilingual (Spanish)

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Physical Demands and Work Environment:Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. Onsite work is essential and regular predictable attendance is required. Employees may be required to work at occasional events and handle tasks outside of regular working hours.

Background Investigations:Employment at College of Eastern Idaho will be contingent upon the successful completion of a criminal background investigation and may require a credit and/or motor vehicle background investigation depending on the position. Please refer to Policy 225: Background Checks
AA/EOE/ADA - Hiring is done without regard to race, color, religion, national origin, sex, age, or disability. In addition, preference may be given to qualified veterans under state and federal laws and regulations.

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