Academic Records Assistant II, Registrar's Office
Academic Records Assistant II, Registrar's Office
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Job Description
PAY GRADE: 27N
NEWARK/HYBRID
CONTEXT OF THE JOB:
The Office of the University Registrar as part of the Enrollment Management Team maintains information systems and students academic records while providing educational support services for the University community.
Under the general supervision of the Associate Registrar the Academic Records Assistant II is one of two administrative staff who coordinate the processing of undergraduate test and transfer credit onto student records while maintaining the varied systems that support this. The individual in this position serves as one of the initial contacts for questions from students parents and the campus community. This position requires strong administrative skills and the ability to exercise a high level of independent judgment pivot between different responsibilities and work in multiple areas simultaneously taking initiative and collaboratively solving problems. Strong team working skills are a must. Primary responsibilities include complex information processing maintaining databases and shared electronic spreadsheets troubleshooting system issues and communicating with constituencies. The Academic Records Assistant II must have excellent oral and written skills with the ability to handle stressful situations diplomatically. This position deals with confidential student records. Attention to detail and policy is essential.
MAJOR RESPONSIBILITIES:
- Administers the daily processing of transfer credit test credit and exemptions for both incoming and currently matriculated students. This includes a variety of types of transfer credit including but not limited to college-level courses taken at accredited institutions in the U.S. and worldwide Dual Enrollment military coursework non-UD study abroad and credit earned for prior learning.
- Researches student academic records to appropriately post credit and processes changes for students who withdraw defer are readmitted or do not eventually enroll at UD.
- Reviews external transcripts to confirm documents are authentic.
- Researches external schools and courses to confirm that they meet UD transfer credit requirements. Requests build of new organization IDs as needed.
- Maintains the UD Transfer Credit matrix including processing of course evaluations expiration of courses assistance with syllabus review for new courses reviewing accuracy of public facing data and general maintenance.
- Gathers data to troubleshoot transfer credit issues or technical challenges attempts to resolve problems submits technical bugs and performs relevant testing.
- Conducts other maintenance procedures to preserve accurate transfer credit records such as executing data queries verifying institutional accreditations records retention and more.
- Assists with annual projects including but not limited to working with the Associate Registrar to identify an adjust student records for instances of duplicate credit for dual enrollment benchmarking practice and policy at comparator institutions and revising/improving written process documentation as processes evolve.
- Shares responsibility for researching and answering questions via email and voicemail.
- Communicates transfer credit policies to faculty staff and students. Assists in resolving transfer credit issues and establishing/implementing transfer credit procedures.
- Coordinates the work done by miscellaneous wage and student employees including task assignments and monitoring workflow. Backs up their processing responsibilities as needed including processing incoming transcripts/forms newly approved courses for the Matrix and clean-up.
- Assists with Registrars Office in-person services on days as assigned processing mail and paper documents and answering student questions.
- Performs other job-related duties as assigned.
QUALIFICATIONS:
- Associate degree preferred or high school diploma or GED and two to three years in an administrative clerical position.
- Knowledge of the principles and practices of team focused office management.
- Ability to analyze and interpret academic records and data make independent decisions and judgments in keeping with the level of the position.
- Experience with Microsoft Office and Google applications including but not limited to Outlook word processing spreadsheet and database applications.
- Ability to work reliably and consistently under limited supervision independently taking initiative.;
- Ability to manage and adhere to tight deadlines and handle multiple tasks simultaneously shift priorities as needed and collaborate to solve problems.
- Ability to compose correspondence; proofread and edit documents.
- Ability to work cooperatively in a team-centered environment.
- Excellent interpersonal skills and ability to communicate and interact well.
- Broad knowledge of University systems policies and procedures as well as applicable federal and state regulations preferred.
- Experience with transfer credit is highly desired.
- Experience with Oracle - People Soft/Student Information Systems (UDSIS) desired.
Employment Type
Full-Time
