Registrars Office Generalist
Registrars Office Generalist
Posted on :
15-03-2025
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1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
15-03-2025
Job Description
BethuneCookman University
Job Title: Registrars Office Generalist
Reporting Structure: Reports to the Registrar
Division: Academic Affairs
Job Summary:
The Registrars Office Generalist performs varied customer service administrative technical and analytical duties requiring knowledge of institutional policies procedures and practices in support of the Registrars Office. The Registrars Office Generalist will perform functions that impact enrollment registration graduation records integrity academic scheduling reporting and the highest level of customer service.
The incumbent is expected to use independent judgement to make decisions interpret and apply department division campus and systemwide policies and procedures perform research when needed provide support documentation and provide general office assistance in support of the office. Assignments require handling of multiple work priorities and accountability for ones own work results. In addition the incumbent is expected to provide accurate timely and personalized service to all stakeholders representing the Registrars Office.
The successful applicant will be forward thinking studentcentered solutionoriented and committed to providing exemplary customer service with the ability to research learn comprehend and interpret university and registrar policies procedures and academic regulations.
Work with academic departments and divisions to gather and organize course schedule building offerings coordinate the administrative processes of creation editing proofing and publishing of the schedule of classes.
Enter (input) edit update and process changes to the course schedule in the Student Information System (Jenzabar).
Navigate and maintain the room assignment scheduling software assign rooms for the courses offered each term while ensuring academic space utilization and faculty classroom assignments are consistent with faculty requests for space and contain efficient resources for course delivery.
Work with Academics to determine active and inactive courses set minimum and maximum caps at course catalog level determine course offering cycle: fall only fall and spring etc.
Assist former students who are considering returning to the university evaluating eligibility to return based on university policies procedures and requirements and process readmissions applications.
Manage the change of major/minor system workflows and processes in an accurate and timely manner using discretion when evaluating submitted requests.
Process departmental purchase orders and requisitions.
Assist in the administration and implementation of the Office of Registrar programs and projects.
Evaluate eligibility based on university policies procedures and federal requirements and ensure the accuracy and integrity of academic records including but not limited to: changes to assigned grades academic forgiveness grade changes name change requests processing course & overload waivers.
Monitor and reconcile data discrepancies.
Verify requests for dates of attendance and degrees awarded through the National Student Clearinghouse website; authenticate claims and documents; identify suspected fraudulent documents and report it to the Senior Associate Registrar & University Registrar.
Compose and/or complete routine correspondence to students agencies other institutions and other stakeholders concerning requests for information by mail fax email or upload.
Provide exemplary customer service via telephone email virtual video remote and inperson inquiries; investigate troubleshoot and resolve issues presented by a variety of constituents including students parents university staff other institutions and the public.
Understand abide by and provide guidance for Family Educational Rights to Privacy Act (FERPA) to parents outside agencies university students and employees.
Perform the daytoday operations of academic record maintenance by knowing interpreting applying and communicating academic policy and procedures related to students records and enrollment.
Assist with high quality customer service front counter and back office operation that meet the needs of prospective and matriculated students.
Provide accurate timely and personalized service to all stakeholders representing the Registrars Office which involves interaction with all levels inside and outside the university including dealing with sensitive and confidential information.
Participate in and complete professional development activities workrelated trainings workshops and meetings.
Crosstrain within unit to fulfill office duties and ensure efficient operations; answer the telephone and respond to email inquiries; print mail fax and scan documents maintain filing create and/or update documents.
Assist with the Petition to Graduate preparation process coordination of commencement and conferral activities and participate in graduation ceremony.
Process transcript requests and answer questions regarding the process.
Perform accurate data entry of transcripts received and courses taken by students at external institutions.
Maintain complete and accurate files on current and inactive students.
Perform data entry and record retrieval from the University document imaging system.
Assist with collecting recording maintaining and reporting of student records within FERPA and National Student Clearinghouse guidelines e.g. grades enrollment verification registration data transcripts midterm verification athletic eligibility GPA calculation student academic progress (SAP) and other associated audits.
Assist with the updating and correction of course program and registration content of University publications.
Review and request updates and corrections on the Registrars Office website and Wildcat Web as needed.
Be flexible in dealing with changes in policies procedures organizational structure and issues forward thinking studentcentered and solutionoriented.
Other duties as assigned.
Required Skills/Abilities:
Demonstrated commitment to providing exemplary customer service to students faculty staff administrators and other University stakeholders on and off campus
Ethical fair and professional in all interactions consistent in ones actions while pursuing the highest degree of integrity in interacting with all constituents
Must always be professional in conduct and adhere to all university and departmental rules and regulations
Excellent oral written and virtual communication skills
Ability to work effectively with supervisors peers student workers faculty administrators and staff across University divisions and departments particularly academics financial aid academic advising and student accounts
Ability to successfully work with and interact with all levels of personnel and diverse populations with a positive attitude
Ability to work independently and as part of a team
Strong organizational and time management skills with the ability to simultaneously manage multiple projects and meet deadlines
Demonstrated attention to detail and accuracy high level of professionalism and initiative dependable reliable and motivated to succeed
Willingness to learn and ask questions with the ability to adapt to change
Understanding of federal (FERPA) privacy regulations and enforcement procedures with the ability to handle and abide by strict confidentiality requirements as directed by FERPA university and departmental policies with discretion
Ability to comprehend and communicate university academic and registrar policies and procedures
Ability to follow all university policies procedures and guidelines including but not limited to safety civility information security and nondiscrimination policies and procedures
Ability to contribute to a positive university experience for each student and assist in achieving the universitys mission
Education and Experience:
Associate degree or 60 or more semester credits
Three years of previous office experience
Two years of experience in record keeping evaluation and maintenance of files preferably in an academic setting
Higher education experience preferably in the registrars office
Experience with Jenzabar or other student information systems
High level of proficiency with computers email web browsers and Microsoft Office (Word Excel) required; knowledge of scanning software video chat and Google Suite preferred.
Physical Requirements:
This is a 100 oncampus position.
Some evening availability and (during peak enrollment periods and for special events) weekend availability is required. Must be flexible to meet special scheduling needs of the University.
Work is performed in a standard office or similar environment.
Subject to standing walking sitting bending reaching pushing and pulling.
Occasional lifting of objects up to 10 pounds.
The University does not discriminate on the basis of race color national and ethnic origin sex retaliation marital status religion or disability or any other applicable local state or federal regulation. Inquiries regarding provisions for persons with disabilities equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at.
The university reserves the right to modify job descriptions at any time in its attempts to improve the operations of the university
Employment Type
Full Time
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