• Records & Registration Assistant

    Location US-WI-Eau Claire
    Posting #
    Support Staff
    Close Date
    Full-time, Limited-term
    FLSA Status
    Hourly Pay Rate/Salary
    Based on hourly staff, level 4: Starting rate of $15.46
    Hours per Week
    Work Schedule
    8 a.m. - 4:30 p.m. Monday - Friday. This position is customer-focused and may require the ability to adjust schedule to meet College, department and customer needs. This is a limited-term position for up to one year with the potential to become continuous.
    Anticipated Start Date
    As soon as possible
  • Overview and Responsibilities

    Under the general supervision of the Assistant Registrar, this position is responsible for operational matters related to student records and registration activities. This position serves the Records & Registration functional areas of non-credit/credit activities, high school articulated credit, and veteran services with technology-related processes, including but not limited to, data collection, student communication, report writing, Banner module maintenance, graduation/enrollment reporting to the National Student Clearinghouse, process improvement and implementation activities.



    • Assist with business practices related to the academic record (non-credit/credit).
    • Assist with the registration, drop, and grading process of high school articulated credit.
    • Assist with end-of-term processes including, but not limited to, grade roll, missing grades, GPA calculation and student communication.
    • Conduct necessary Banner jobs to ensure students’ academic history is updated and accurate.
    • Conduct reporting, data and communication activities related to end of term processing.
    • Assist with departmental responsibilities as they relate to the academic appeal process including student documentation intake, tracking in Microsoft Access, student record updates, and student communication.
    • Document processes and procedures related to all job duties.
    • Be available as a resource to staff in regards to the non-credit/credit academic record processes.
    • Assist with business practices related to the graduation clearance and awarding of certificates.
    • Generate enrollment and graduation information for the National Student Clearinghouse; troubleshoot, validate, and correct Error Resolution Reports for submissions.
    • Assist in processing applications, conducting graduation audits and entering transfer credit.
    • Assist with entering substitutions and waivers into Banner degree audit.
    • Assist with the Banner process for graduation clearance, awarding of degrees, and awarding of academic honors.
    • Assist with audits of the academic record for certificate applicants to verify training program requirements are met.
    • Assist with departmental responsibilities as they relate to student account and refund appeals.
    • Assist with business practices related to veterans.
    • Develop a working knowledge of information related to veterans’ educational benefit programs.
    • Assist with reviewing veterans’ class schedules and submitting tuition and fee information for payment to CVTC.
    • Assist students and staff in understanding veterans’ benefits in relation to program curriculum.
    • Assist in certifying course/program validity for approval of veterans’ benefits.
    • Assist in preparing materials for annual audit of veteran files for State Approving agency and the DVA.
    • Assist with processing reimbursement benefits at the end of each term.
    • Assist with preparing the State Supplemental Payment list.
    • Confirm proper coding of students is conducted to ensure correct Client Reporting.
    • Reporting and process improvement for records and registration business practices.
    • Contribute to departmental efforts to improve productivity and document processing time.
    • Conduct report development in Cognos and provide data interpretation.
    • Assist in processing enrollment/graduation verifications.
    • Assist with processing student academic transcript requests.
    • Identify and implement uses of Banner and office systems technology to support process improvement.
    • Develop an in-depth working knowledge of the Banner modules related to functional areas.
    • Test functionality of Banner upgrades and patches.
    • Assist students in registration labs with login, registration, course selection, automatic payment plan, etc.
    • Enforce FERPA regulations, CVTC, and Wisconsin Technical College System (WTCS) board policy for all of the above.


    Required Knowledge, Skills and Abilities:

    • Ability to handle multiple tasks and responsibilities in a detail-oriented and high stress environment.
    • Ability to work independently and as a team member and work nonstandard hours as necessary.
    • Ability to learn and adhere to College policies and procedures.
    • Ability to keep accurate records and develop and maintain detailed reports.
    • Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
    • Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
    • Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
    • Ability to value diversity by recognizing personal biases, adapting to culturally diverse situations, and demonstrating a commitment to equity, inclusion, and respectful interactions with persons of diverse ethnic, cultural, social-economic, or educational backgrounds.
    • Intermediate knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Microsoft Office Outlook and Word. Advanced proficiency with Excel and Access.


    • Minimum of an associate’s degree in Administrative Professional, Professional Communications, or related field.
    • Minimum of two years of experience in customer service or professional office setting.
    • Higher education experience with direct experience working with student records and/or course registration preferred.
    • Experience with Student Information System such as Banner preferred.

    In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.

    As an equal opportunity/access employer and educator, CVTC is committed to creating and sustaining a diverse and inclusive environment.  All qualified candidates are encouraged to apply.

    Benefits Summary

    • Health and dental insurance for all family members
    • Life and long-term disability insurance
    • Wisconsin Retirement System (WRS)
    • 403(B) tax deferred annuity program
    • 457 deferred compensation plan
    • Section 125 flexible spending accounts
    • Paid vacation, holidays, personal, and sick leave


    CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the college's non-discrimination policies: Director of Human Resources, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711


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