Information & Responsibilities
Reporting to the Registrar, the Enrollment Specialist performs a variety of technical and clerical tasks in connection with admission, enrollment, class scheduling, records, transcript evaluation, and enrollment status. The Enrollment Specialist is responsible for ensuring accurate and efficient operations of the enrollment processes managed by the Office of the Registrar. This position also acts as the primary cross-functional staff member within the Student Success area of the Office of Enrollment Management, in particular through oversight of the move to student process as applicants transition from the admissions process to attending classes as matriculated students. Key functions include coordinating logistical and communications needs associated with the move to student process, creating schedules and pre-enrolling students into required courses, managing the student leave of absence and withdrawal processes, and regular enrollment reporting, as well as providing friendly and informative service to anyone who contacts the office by phone, email, or in person, and providing general clerical and administrative support to the office.
ESSENTIAL JOB FUNCTIONS:
Researches, interprets, clarifies, and resolves a variety of problems dealing with, but not limited to, transfer credit, registration, and student enrollment status.
Processes late registration and enrollment changes, assuring accurate posting of student enrollment changes.
Provide technical information on issues pertaining to interpretation of student record guidelines and policies.
Verifies class enrollment status for students and faculty members. Interacts with students, faculty, and other staff members to accept and facilitate transactions such as, but not limited
to, student petitions, as appropriate.
Evaluates, corrects, and updates student records in compliance with educational codes, identifies and updates student course repetitions; performs quality control to educational
advising by analyzing potential discrepancies, omissions, or inconsistencies while evaluating program petitions.
Serves on, or supports committees to provide job related information, as assigned.
Provides faculty members and other staff with pertinent information about and procedures for attendance and grades, class deadlines, etc.
Maintains up-to-date knowledge of programs, services, policies and procedures for registration and student records. Provides information to the community, including topics
such as graduation and transfer.
Performs other duties as assigned that support the overall objective of the office
Move to Student Process -
With a dotted line supervisory relationship to Admissions, coordinate the logistical work of the move to student process each semester:
Prepare transfer credit evaluations for all incoming students enrolling at CalArts, including assessing and entering transfer credit, working with Admissions to track official transcripts,
maintaining holds in Colleague, and preparing files for review by Academic Advising as needed.
Regularly communicate with students regarding registration holds.
Monitor communications being sent to students directly from schools and programs regarding class signup, degree requirements, and other matters pertaining to enrollment.
Collaborate with the Office of Student Experience and other offices within the Student Success area to ensure appropriate scheduling and programming during New Student
Collaborate with the Office of Critical Studies and the Office of International Students and Programs to correctly assign incoming students to introductory writing courses and/or ELL support courses.
Oversee the creation and storage of physical files for each new incoming student.
Class Schedules and Registration -
Under the direction of the Assistant Registrar for Curriculum & Graduation, coordinate with school administrators to manage the submission of course schedule and pre-enrollment information for all new and continuing students.
Create the class schedule in Colleague each semester by building sections, reviewing the schedule for entry errors or other issues that may impact student enrollment.
Review schedule build processes each year to identify opportunities to streamline data entry procedures.
Process pre-enrollment requests from schools and programs, with the support of other Registrar staff as needed.
Maintain Colleague parameters for online registration.
Enrollment and Degree Reporting -
Manage process for students going on leave through communication with students, schools, academic advising, and other impacted administrative offices. Maintain timely data in
Colleague and in National Student Clearinghouse.
Prepare, vet, and submit regular enrollment reports to National Student Clearinghouse.
Support the Academic Records Specialist in providing enrollment, GPA, and degree verifications as requested by students.
Records Maintenance -
Manage retroactive student record changes, including student appeals for late adds or withdrawals, instructor appeals for retroactive adds, and other irregular changes to student
Maintain accurate and up to date student records, both in Colleague and in Perceptive Content, as well as paper files.
Manage and process mentor assignments and changes.
Clerical and Administrative Support –
Manage Registrar email account and phone lines.
Compose general office correspondence and performs other clerical services of a routine nature including, but not limited to filing, data entry, processing of departmental bulk mail,
and completing forms
Ensure the accuracy of all electronic and hard copy records, particularly the data stored in Colleague through regular quality assurance review of electronic data, coordination of hard
copy document maintenance in accordance with institute policies.
Provide support as needed to colleagues within the Office of the Registrar and across the Student Success division to ensure the efficient, effective operations of student services at
Deliver positive, proactive service to CalArts students, staff, and faculty, and to any members of the community seeking assistance from the office.
Demonstrated ability to maintain consistent attention to detail
Ability to manage competing priorities while retaining focus on team goals
Excellent written communication skills
Excellent organizational skills
Proficiency in Microsoft Office, Google and Adobe applications;
Critical thinking skills required.
Associate’s degree or equivalent work experience (Bachelor’s degree preferred)
1-3 years experience in a registrar’s office or similar environment (preferred)
Experience working with Colleague or other student information system (preferred)
Experience working with students in an academic environment (preferred)
How to Apply
To Apply: This position is open until filled, but for full consideration please apply at email@example.com
Equity & Diversity
California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking. Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.
CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.