Job Description

Registrar/Academic Affairs Coordinator

Southeast New Mexico College (SENMC)

Required : A Bachelor Degree with one (1) year of professional experience directly related to the standard duties as outlined.

Equivalency:  An Associate Degree with three (3) years of professional experience directly related to the standard duties as outlined. Any combination of education, training, and/or experience as approved by the Human Resources Department.

FLSA Status: Exempt

Level: Nine (9)

Salary: $50,439.41 - $56,744.59 DOE

Background:

Located in Carlsbad, New Mexico, Southeast New Mexico College (SENMC) is a newly independent public community college accredited by the Higher Learning Commission. A proud Hispanic Serving Institution, it awards certificates and associate degrees that serve the needs of its region and prepare students to transfer to programs at other colleges or universities. SENMC offers Early College and Dual Credit programs in collaboration with local high schools.

Southeast New Mexico College enjoys the strong support of its community, and has been awarded several grants, which include $11.7 million from the U.S. Department of Energy and several multimillion-dollar grants from the U.S. Department of Education for student support.

The college’s diverse employee pool includes 38 full-time faculty, 69 adjunct faculty, and 102 staff members. SENMC offers a generous benefits package which includes medical, dental, retirement, and college tuition reimbursement. More information on SENMC can be obtained from its website.

Purpose and Scope:

Under the general supervision of the Registrar and Vice President for Academic Affairs, this position provides specialized college-level administrative support for the Registrar’s and Academic Affairs Offices. Serves as a primary point of contact for faculty, students, staff, and the public, offering first-line assistance on matters related to student records, transcripts, class schedules, and office procedures. Provides reception services, responds to routine inquiries, supplies standard policy and procedural information, and resolves basic issues or refers inquiries as appropriate. Additionally, reviews, processes, and routes a variety of documents and forms related to the Registrar’s and Academic Affairs operations.

Duties and Responsibilities:

• Collaborates with the Registrar and Associate Registrar to provide information and assistance to students and faculty regarding student records, including data entry, scanning, and uploading documentation into appropriate systems for recordkeeping.


• Processes transcript requests and refers any issues or concerns to the Registrar.


• Assists with transferring credit data entry into student information systems.


• Provides general information and answers to routine inquiries related to student records; refers to questions requiring policy interpretation or exceptions to the Registrar.


• Receives, sorts, and distributes office mail; accepts and signs for package deliveries.


• Monitors Registrar’s Office email accounts, responding promptly and professionally to inquiries.


• Maintains office supply inventory and processes requisition orders for billing purposes as needed.


• Coordinates travel arrangements for the Academic Affairs Office.


• Assists with Attendance/Roster Verification tracking processes.


• Supports the Registrar in processing enrollment verification requests.


• Regularly reviews the Registrar’s Office website to verify that links are active and content is current, reporting any discrepancies to the Registrar.


• Maintains strict confidentiality in handling sensitive student information in accordance with FERPA regulations and college policies.


• Configures, troubleshoots, and provides support for various institutional software systems.


• Responds promptly to inquiries in person, by phone, or by email, gathering and selecting relevant information from multiple sources and referring inquiries to the appropriate individual or department when necessary.


• Manages the Academic Affairs/Registrar Office calendar of events and deadlines, schedules meetings, and assists in the preparation of the Academic Calendar.


• Assists the Academic Affairs Office and Registrar with graduation processes and commencement ceremonies as needed.


• Maintains a high level of attention to detail, ensuring accuracy and completeness in all work performed.


• Provides necessary forms to students and employees, assisting with their completion when needed.


• Prepares letters, reports, meeting minutes, and other documents from drafts using strong word processing skills.


• Performs additional duties and special projects as assigned in support of the Vice President for Academic Affairs (VPAA) and the Registrar.

Knowledge, Skills, and Abilities:

• Knowledge of policies and eligibility requirements pertaining to Office of the Registrar and Academic Affairs office.


• Knowledge of planning and scheduling techniques.


• Skills in database management, records maintenance, word processing and data entry.


• Ability to provide excellent customer service.


• Ability to analyze and solve problems and to make evaluative judgments.


• Ability to communicate effectively, both orally and in writing.


• Ability to make administrative/procedural decisions and judgments with skills in gathering data, compiling information, and preparing reports.


• Ability to perform complex tasks and to prioritize multiple projects with skills in organizing resources and establishing priorities.


• Ability to complete moderately complex administrative paperwork.

Affirmative Action Statement:

SENMC is an Equal Opportunity/Affirmative Action employer dedicated to excellence through diversity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, military or veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.

Work Environment and Physical Demand:

• Reach and grasp objects


• Stoop, bend, kneel, crouch, or crawl


• Use of video display terminal


• Use of manual dexterity and fine motor skills


• Communicate information orally and in writing


• Receive and understand information through oral and written communication


• Proofread and check documents for accuracy


• Work a fluctuating work schedule

Performing the essential functions of this position requires the use of a computer throughout most of the workday, the ability to navigate a typical office environment, significant amounts of interpersonal interaction including oral and written communication, and the ability to keep track of multiple tasks, projects, deadlines, information sources and business processes. This job description is intended to be generic in nature and describe the essential functions of the job. It is not an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.

Salary/Compensation: $50,439 - $56,745 per year

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