Operations Specialist

JOB TITLE

Operations Specialist

JOB SUMMARY

This role supports the full student academic lifecycle by maintaining records managing course scheduling and processing degree conferrals and verifications. It requires strong attention to detail communication skills and experience in data systems like Jenzabar Modern Campus Coursedog and AppXtender. Prior experience in higher education and a personal faith commitment aligned with a Christian university are preferred.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Registrar

Supervisory Responsibility: N/A

Indirect Supervisory Responsibility: Student Workers Graduate Assistants

ESSENTIAL DUTIES - May include but is not limited to the following:

• Maintain Academic Records
• Admission to Registration (ad2re) Process and Review
• Closing Student Records (defers/declines/cancellations)
• Archive Record Management
• Liaison with assigned colleges/departments

• Maintain University Catalog
  -Programs & Courses
  -College & Department Information
• Course Scheduling: Traditional & Online all divisions
• Degree Conferral all divisions
• Enrollment/Degree Verification processing
• Federal Reporting*
• Enrollment Reporting including processing errors SSCR and enrollment confirmation
• Graduation Reporting including errors and degree conferral
• Test Score Entry
• Place Diploma Orders
• Graduation Fee & Held Diploma Review
• Major/Minor Form Processing
• Maintain Jenzabar Acalog and AppXtender database tables
  Emails &
  
  

ADDITIONAL/NON-ESSENTIAL DUTIES

All remaining duties are considered nonessential within the context of the ADA which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position. Alternatively the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.

LOCATION

Lakeland Main Campus

EDUCATION

Required Education:

High School/GED

Preferred Education:

Bachelors in business education or other related field.

LICENSES/CERTIFICATIONS

N/A

EXPERIENCE

Required:

• A minimum of two years of experience in academic records registrars office higher education administration or similar experience working with spreadsheets (Google Sheets and Excel) for data management and reporting.
• Demonstrated ability to manage multiple tasks with strong attention to detail

Preferred:

• Previous employment experience in higher education
• Experience working in Jenzabar EX Registration Module
• Experience working with Rules-Based Updates and Infomaker
• Knowledge of Southeastern University degree programs part-time/full-time enrollment status student divisions and student record management
  

KNOWLEDGE SKILLS AND ABILITIES

Required:

• Strong attention to detail Ability to manage and maintain accurate academic records and process complex data with minimal errors.

• Proficiency in Microsoft Excel and Google Sheets Comfortable using formulas sorting/filtering data and managing spreadsheets.

• Excellent communication skills Clear and professional written and verbal communication including emails and interdepartmental correspondence.

• Organizational skills Ability to prioritize tasks manage time effectively and meet deadlines.

• Confidentiality and integrity Able to handle sensitive student data in accordance with FERPA and institutional policies.

• Technical aptitude Comfortable learning and using various software platforms such as Jenzabar Coursedog and AppXtender.

• Interpersonal skills Ability to build positive working relationships with faculty staff and students.

• Adaptability Willingness to learn new processes and adjust to changes in policy or technology.

Preferred:

• Knowledge of Jenzabar One Registration Module Familiarity with course scheduling degree audits and student information updates.
• Understanding of higher education processes Knowledge of admissions registration graduation and federal reporting workflows.
• Familiarity with Southeastern Universitys academic structure and student services

• Commitment to Christian values and mission of the university Comfortable working in a faith-based academic environment.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination intimidation harassment including sexual harassment.

This position is considered non-essential for the purposes of Emergency Response.

Physical Requirements:

• Ability to sit at a desk and work on a computer for extended periods of time

• Ability to use a computer keyboard mouse and monitor for long durations

• Occasionally lift and carry boxes or materials up to 25 pounds

• Perform repetitive tasks such as typing filing or using a telephone

• Visual acuity to read retiain and analyze data on screens and paper

• Occasional bending reaching or stooping to access files or supplies

• Work is performed in an open office environment with multiple desks in a shared space which may include frequent noise and visual distractions

• Must be comfortable working with their back to open space or other staff members

• Ability to stay focused and maintain productivity in a dynamic collaborative environment

Travel:

None

Schedule:

Monday through Friday 8 am to 4:30 pm

TRAINING

All new hires and employees transferring into a new position will have a 90-day probationary period within which to learn the functions of the job and to be evaluated. Following the probationary period the employee can transition to regular status have the probationary period extended in order to receive more training or employment can be terminated. Required compliance training is as follows:

6 months to a year of various systems and process training

FERPA

SAFETY

• SEU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently and supervisors are responsible for creating and maintaining a safe work environment.
• Employees must report any unsafe work conditions or practices as well as any near-miss incidents to their supervisor and Risk Management.
• Work-related injuries must be immediately reported to Security and Human Resources. When life or limb are at risk please dial 911. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources within 24 hours of the incident.
• Emergency Employees report for or must remain at work in emergency situations. Dismissal or closure announcements do not apply to this position unless instructed otherwise by your direct supervisor or a member of the Leadership Team.

SCREENING

All full-time positions at SEU are deemed security-sensitive and require background checks. Employees required to drive their own personal vehicle a rental car or an SEU vehicle in performance of their duties must pass an MVR records check and meet the requirements of the Universitys insurance carrier in order to meet the requirements of the position.

DISCLAIMER

SEU is an at-will employer. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employer retains the right to change or assign other duties to this position.

The employee must be able to perform the essential functions of the position satisfactorily and if requested reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job absent undue hardship.

SEU is committed to providing a workplace that is free from unlawful discrimination and harassment. All forms of discrimination against or harassment of a person because of his or her identification within a protected category are strictly prohibited and will not be tolerated. This prohibition applies equally to conduct by and against employees vendors visitors and students.

Southeastern University is committed to equal opportunity in employment and education and does not discriminate on the basis of race color sex (including pregnancy) parental status national origin age disability genetic information (including family medical history) political affiliation military service or other non-merit-based factors. The equal opportunity policy will apply in University programs and activities and all aspects of employment including but not limited to recruiting hiring placement transfer training promotion rates of pay and other compensation termination and all other terms conditions and privileges of employment. All employees of Southeastern University by continued employment agree to abide by the policies contained in the Employee Handbook and in the SEU Mission Vision Statement of Faith and Community Covenant.