Registrar Assistant III, Registration & Progression

Definition of Classification :

The Registrar III, Registration and Progression provides administrative support to the Office of the Registrar. Ensures the accuracy and integrity of academic records with emphasis on general student records oversight.

Interacts effectively with all internal and external customers providing excellent service to all members of the diverse university community.

Reporting to the Associate Registrar, this position will assist and support efficient operations, process improvement, testing and documentation of procedures related Registrar processes.

Duties and Responsibilities :

The duties and responsibilities include, but are not limited to, the following :

• Contributes to the day-to-day processes in the Registrar’s Office; provides general office support.
• Interprets and enforces academic rules and regulations.
• Develops and implements systems to maintain and perform data checks for all information pertaining to student academic records such as major / minor, full-time / part-time / degree granted matched major declared, advisor lists, and general student data.
• Develop or assist with the development and implementation of efficient office operations.
• Orders and sets up university credit cards, upon direction, utilizing automated workflow and online bank system.
• Processes the verification of grades, grade changes, and military grades; answers all faculty and student questions regarding grade processing.
• Processes all major / minor declaration forms and assigns advisors.
• Manages the online transcript ordering process, coordinates any orders that are outside of the system’s limitations as well as processes enrollment and degree verifications.
• Activates School of Continuing Studies student records and processes registration.
• Processes petitions, overload, add / drop, and may term eligibility.
• Processes Academic Actions and send appropriate communications; works with Dean’s Offices regarding any modifications and alternate communication.
• Works closely with the College Dean’s office to ensure the accuracy of placement data provided; uploads all placements, including but not limited to writing, math, and foreign language.
• Codes students for registration and sends communications to those students as applicable.
• Provides front desk coverage as needed.
• Performs other duties as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following :

Experience / Training / Education :

Required

• Bachelor’s degree.
• Registrar's Office or Higher Education experience preferred.
• Proficiency with MS Office Suite and web-based applications preferred.

Knowledge and Skills :

• General knowledge of Registrar’s Office functions.
• Knowledge of applicable federal and state laws and regulations.
• Standard office practices and procedures, including recordkeeping and filing.
• Prepare clear and accurate reports, documents, data entries and files.
• Ability to use sound judgment in the application of policies and procedures.
• Excellent interpersonal skills including strong customer service practices and telephone etiquette.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Excellent technical, analytical, and problem-solving skills.
• Strong ability to manage multiple tasks and priorities.
• Excellent organizational skills and attention to detail and accuracy.
• Ability to work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Ability to operate standard office equipment.
• Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook.
• Aptitude to learn new and evolving technology.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to work effectively with confidential information.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements / Working Conditions :

Working Conditions :

Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings.

At least minimal environmental controls to assure health and comfort.

Physical Demands :

• Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work;
• use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; climb stairs;
• stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer;

hear and understand voices over telephone and in person; and lift, carry and / or move objects weighing up to 10 pounds.