City Colleges of Chicago Jobs

Job Details

Hiring Organization Malcolm X College
Post Title City Colleges of Chicago Jobs
Post Name College Data Records Assistant
Qualification Completion of a high school diploma, associate’s degree, or higher preferred.
Industry Private
Employment Type Full Time
Work Hours 8 Hours
Salary USD 20 To USD 22 Per Hour
Location Chicago, Illinois, United States 60612

Job Description

Malcolm X College is seeking a College Data Records Assistant to join the Registrar team. The Registrar monitors the enrollment of students, maintains student records, and works with faculty, administration, and staff on academic matters.

Primary Objective: Under supervision, controls, directs, and monitors the flow of source of documents for inputting and processing; and performs related duties as required.


  • Directs the flow of course scheduling data for Fall, Spring & Summer terms for college registration.
  • Inputs sections, building, room, instructor, time, days, & start & end dates, delivery system, and enrollment capacity in People Soft.
  • Contacts Administration and department Chairperson regarding registration discrepancies and inquiries.
  • Maintains registration transaction forms for Administration during registration.
  • Processes changes and requests for adding seats to sections, open additional classes, cancels classes, and processes student requests to repeat courses.
  • Monitors staff schedule list for compliance during registration and reports administration deficiencies and requests additional assistance when required.
  • Coordinates the collection of grade rosters from professors throughout the college.
  • Inputs grade changes for all students enrolled during the term on the class list, student history, and permanent record card.
  • Ensures that grade changes are entered accurately.
  • Notifies students and professors of changes to the permanent record. Corrects any clerical errors made when inputting final grades.
  • Enters student withdrawals in People Soft.
  • Coordinates the preparation, correction, and distribution of class lists to professors.
  • Updates and maintains the final class list and attendance rosters.
  • Contacts department administrative assistant, chairperson, and/or administration to report missing class lists and final grade reports or omitted pertinent data.
  • Reviews and tallies student attendance through midterm for state reimbursement and audit reviews.
  • Maintains files, answers telephone, and copies documents when needed.


  • Completion of a high school diploma, associate’s degree, or higher preferred.
  • One year of experience in editing and controlling the flow of documents for processing.
  • Good knowledge of office machines. Good knowledge of data systems and the general flow of documents. Good knowledge of recordkeeping procedures.
  • Proficient in the use of Microsoft Office (Word, Excel, and PowerPoint). Ability to plan and organize workflow within a department. Ability to maintain data logs and operating records.
  • Good verbal and written communication skills. Good organizational skills.


Excellent health and welfare benefits package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan.

Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.

For the third time in four years, Malcolm X College was selected as a Promising Places to Work in Community Colleges award winner!

The award is given by the National Institute for Staff and Organizational Development (NISOD), a membership organization committed to promoting and celebrating excellence in teaching and leadership at community and technical colleges, and Diverse: Issues in Higher Education, a leading academic publisher.  

 MXC was recognized for its best-in-class student and staff recruitment and retention practices, inclusive learning and working environments, and meaningful community service and engagement opportunities. 

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