Academic Programs Coordinator (Registrar)

Job Summary:

Under direct supervision, responsible for providing administrative support for the department's academic mission while ensuring compliance with standards set by internal and external regulating bodies. Facilitates and coordinates various academic activities, maintains records, databases, provides curriculum information, manages the application process, and maintains documentation for continued accreditation. May work in coordination with the Program Director and serve as a primary resource for students/residents/fellows.

 

Description of Duties and Responsibilities:

1.     Provide outstanding Customer Service to students, faculty, staff, and the public by responding in a timely manner to inquiries:

a.      Answer the Office of the University Registrar main phone line, direct inquiries, distribute documents and disseminate information.

b.     Assist with answering phone calls.

c.      Assist with answering emails for Office of the University Registrar to include reviewing and, distributing, and responding to emails to the appropriate individuals for response

d.     Provide customer service and address constituent concerns  

e.      Receive and distribute mail  

f.      Collect and process data change requests

g.     Assist students as needed with accessing My Student Center and Cash Net  

h.     Liaison with general public, admitted students and current applicants via phone and email.

i.       Research Schedule of Classes, eForms, and My Student Center inquiries and refer to appropriate staff as needed.

2.     Assist in requests and collection of data for inter-office, state reports, and external education agencies:

a.      Complete data entry in external student records systems based on schools’ accreditation bodies.

b.     Consult with technical support staff in Office of the University Registrar to successfully utilize data and software.

c.      Serves as a contact for external application, licensing, and other affiliated agencies.

d.     Track daily tasks in Academic Records task tracker.

e.      Assist with documentation of processes and procedures.

3.     Attend and assist in training, participate in university committees and/or serve as support and back-up, such as:

a.      Inter- and intra-departmental meetings.

b.     Serves on committees as requested by Associate Registrar.

c.      Attend commencement as required.

d.     Assist with special projects as assigned.

e.      May be assigned to work in office as required to complete tasks.  

f.      Provide departmental or one-on-one training when requested

4.     Provide administrative support and process student academic records. Performs data entry in student information system.

a.      Update student statuses in Student Program/Plan

b.     Update and maintain student demographic information

c.      Assist with registration processing, term activations, and communication · Assisting in managing end-of-term processing

d.     Complete degree audits or deficiency reports for graduating students ·

e.      Track and coordinate diploma requests.

f.      Prepare graduation file for degree names and diploma printing, verify degree name matches student information system. Send e-diplomas once verified by Associate Registrar.  

g.     Create diploma codes by term.

h.     Process duplicate diploma requests.

i.       Place, monitor, research, and remove holds.

j.       Update, enter and image electronically received external data such as test scores and transcripts.

k.     Image and index documents.

l.       Receive and process incoming transcripts.

5.     Coordinate and process pre-registration, matriculation, and registration. functions.

a.      Update student groups.

b.     Assist with applicant data entry, quality assurance, and admission audits

c.      Evaluate admission requirements for admitted students.

d.     Matriculate admitted students; place, monitor, and remove holds; activate student for registration; and add transfer credit if applicable.

e.      Perform enrollment transactions.

f.      Image student records and documents

g.     Send registration communications to newly admitted students

 

Education:

Associate's degree is required.

Will accept experience in lieu of degree.

Experience:

Five (5) years experience is required; may require specific experience in curriculum development.

Experience working in higher education is highly preferred.

Additional Information