Coordinator, Administrative Program

University of Utah, United States

Updated: about 1 month ago
Location: Salt Lake City, UTAH
Job Type: FullTime

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Coordinator, Administrative Program
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Announcement
Details


Open Date 03/07/2024
Requisition Number PRN37895B
Job Title Coordinator, Administrative Program
Working Title Compliance Specialist
Job Grade D
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday – Friday 8:00am – 5:00pm
University of Utah campus (primary) with some hybrid remote opportunities (secondary)
 
VP Area Academic Affairs
Department 00296 - Registrar's Office
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $45,000 - $55,000
Close Date
Open Until Filled Yes
Job Summary
The Compliance Specialist assists with Registrar-related compliance matters at the local, state and federal levels, implementing internal controls to prevent future remediation and/or current audit findings in areas including, but not limited to enrollment reporting and associated policies, procedures and systems. 
Responsibilities
  • Responsible for assisting the designated registrar’s office leadership in maintaining compliance with University, Graduate senate, and senate rules and policies at all levels. This involves, but is not limited to, policy review and enforcement of grading rules, academic calendaring as it relates to course scheduling.
  • Responsible for processing and reviewing the administrative processing of all voluntary and involuntary exits from the University to ensure proper processing has occurred.
  • Collaborates with campus partners to ensure congruence between academic policies and Title IV financial aid policies and processes involving enrollment status and enrollment reporting 
  • Corrects data entry issues in PeopleSoft, National Student Loan Data System (NSLDS), and National Student Clearinghouse databases, as necessary. Collaborates with Financial Aid.
  • Working with Registrar management and University Support Services (USS) to review National Student Clearinghouse reports for accuracy. Works with this group, in addition to other University offices to troubleshoot issues and resolve programming issues analysis, testing and review. 
  • Assists in training staff functions related to matters of compliance, as necessary.
  • Working with members of the Registrar’s Office, creates and documents the internal timeline for enrollment reporting to ensure compliance with NSLDS guidelines. 
  • Responds to information requests and provides assistance in solving a wide variety of problems, some of which are new and unusual and require interpretation, judgment and initiative.
  • Transmits authoritative information and serves as a resource regarding policies and procedures relating to the specialized administrative function, with responsibility to periodically interpret such policies and procedures.
  • Frequently communicates with other University offices and outside agencies to request or provide information or to clarify procedures.
  • Evaluates and establishes office procedures and forms for improved efficiency, better communication, and improved data processing procedures.
  • Reviews local, state and Federal operating procedures and policies for efficiency and effectiveness. Makes minor changes or recommends major changes or improvements.
  • Participates in planning and decisions regarding new or changed policies and procedures.
  • Will draft and/or edit routine correspondence and other documents for supervisors to review and/or sign; act as a delegate to sign supervisor’s name to correspondence, requisitions, vouchers, etc. Makes routine decisions in supervisor’s absence.
  • Performs routine administrative functions of the office. Coordinates work-flow and processes administrative paperwork.
  • Assists in planning and carrying out related support activities, such as meetings, conferences, and interviews. Makes all necessary arrangements, including travel and coordinates details. 
  • May train, supervise and establish work schedules of clerical or student staff, with responsibility to assign such staff according to priority needs.
  • Responsible for answering inquiries and requests via telephone, email and in-person for the department. 
  • Performs related duties as required.
Minimum Qualifications
Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience). Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preferred Department Qualifications:
  • Master’s degree 
  • Associate’s degree and four to seven years progressively responsible related experience.
  • Two or more years of related experience in a higher education environment
  • Experience with higher education-specific student information systems, including, but not limited to PeopleSoft Campus Solutions, NSLDS, and NSC databases.
  • Demonstrated experience applying various institutional, state, and federal guidelines that govern registrar-related work, including, but not limited to, Title IV regulations
  • Demonstrated experience facilitating effective business process refinement and/or re-engineering
  • Experience executing test plans and validation of related IT solutions, as well as other quality assurance measures, including end-user testing, data validation, the production of documented policies and procedures manuals, etc. 
  • High level of skills in customer service and interpersonal communications, attention to detail, organization and problem-solving.
  • Ability to present complex, regulated information to a variety of constituents in order to elevate the importance of intuitional compliance
  • Ability to rapidly comprehend, interpret, apply and enforce various institutional, state, and federal guidelines governing registrar-related work
  • Ability to review business processes and make recommendations to increase integrity and efficiency
  • Expertise with Microsoft Office applications (e.g., Word, Excel, Outlook, and Access) and relational databases. 
Type Benefited Staff
Special Instructions Summary
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  • * Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
    • Yes
    • No
  • * Indicate the number of years experience you have in coordinating program activities, developing and implementing program goals, creating financial reports, and/or editing promotional or educational materials:
    • No experience
    • Less than 1 year
    • 1 year or more, but less than 2 years
    • 2 year or more, but less than 4 years
    • 4 years or more
  • * Do you have a Master’s degree or equivalency?
    • Yes
    • No
  • * How many years of related work experience do you have?
    • Less than 1 year
    • 1 year or more, but less than 3 years
    • 3 years or more, but less than 5 years
    • 5 years or more, but less than 8 years
    • 8 years or more

    • Applicant Documents
    Required Documents
  • Resume
  • Cover Letter
  • List of References
    • Optional Documents
  • Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  • Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

    • University Human Resource Management
    250 East 200 South, Suite 125 Salt Lake City, UT 84111
    Contact us: (801) 581-2169 By Email: [email protected]

     


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