Registrar’s Office Generalist
Job Posting for Registrar’s Office Generalist at Bethune-Cookman University
Bethune-Cookman University
Job Title: Registrar’s Office Generalist
Reporting Structure: Reports to the Registrar
Division: Academic Affairs
Job Summary:
The Registrar’s Office Generalist performs varied customer service, administrative, technical and analytical duties requiring knowledge of institutional policies, procedures and practices in support of the Registrar’s Office. The Registrar’s 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 system-wide 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 one’s own work results. In addition, the incumbent is expected to provide accurate, timely, and personalized service to all stakeholders, representing the Registrar’s Office.
The successful applicant will be forward thinking, student-centered, solution-oriented and committed to providing exemplary customer service with the ability to research, learn, comprehend and interpret university and registrar policies, procedures and academic regulations.
Duties/Responsibilities:
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 in-person 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.
Shared Responsibilities:
Perform the day-to-day 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 Registrar’s 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, work-related trainings, workshops and meetings.
Cross-train 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, mid-term 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 Registrar’s Office website and Wildcat Web, as needed.
Be flexible in dealing with changes in policies, procedures, organizational structure, and issues, forward thinking, student-centered, and solution-oriented.
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 one’s 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 non-discrimination policies and procedures
Ability to contribute to a positive university experience for each student, and assist in achieving the university’s 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 registrar’s 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% on-campus 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 386-481-2049.
The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university
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