Posting Number: R0005144
Location: Salem Campus
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Instructions for Applicants:
Please read the following carefully before beginning the online application process.
To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments - listed at the bottom of the page - must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.
Position Summary:
The Registrar's Office serves students, alumni, staff, faculty, families, and the general public in the areas of student records and registration. The Registrar Specialist and Office Manager is a key staff member who manages the daily operations of the Registrar's Office, providing the first point of customer service to all constituents including reception duties, transcript services, enrollment and degree verification, and management of the general office email account. The Registrar Specialist and Office Manager is knowledgeable about policies and deadlines for all schools at Willamette University. Services are delivered in person, by telephone, electronic media, and print.
Reasonable Accommodations Statement:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
ESSENTIAL FUNCTIONS:
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Serves as first line of contact for all in-person, telephone, and email interactions with the Registrar's Office.
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Maintains the appearance and readiness of the front office area and manages daily operations of the office.
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Provides enrollment assistance for Willamette students including Cross-Registrants and Academic Listeners.
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Manages the transcript ordering and delivery process.
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Manages office email account and generates communications to provide timely and targeted information to relevant constituencies.
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Maintains the office website.
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Processes requests for enrollment and degree verification.
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Processes major and minor declarations, academic advisor assignments, and name and address changes.
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Records AP and IB credit.
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Opens, date stamps, and distributes incoming mail appropriately.
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Assists with collection and processing of semester grades.
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Explains and interprets academic policies and procedures to all constituents.
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Monitors and orders office supplies.
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Maintains official academic records and manages data in the student information system (Ellucian Colleague) according to university policies and procedures, and in compliance with best practices as defined by AACRAO.
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Assists with Commencement preparations. (some extended work hours may be required)
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Interacts with other university offices as necessary to provide quality customer service and referrals.
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Maintains compliance with FERPA, federal and Oregon regulations and university policies.
- Supports a work environment that promotes mutual collaboration and continuous learning and development of all members.
- Other duties and special projects as assigned.
MINIMUM QUALIFICATIONS:
- Associate's degree.
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Experience with a database and reporting tool.
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Functional use of Microsoft Office applications including Excel.
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Functional use of Google tools (e.g. Mail, Calendar, Drive).
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Functional understanding of electronic file management and naming conventions.
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Ability to establish priorities, exercise independent judgement, and perform tasks with a high degree of accuracy and strong attention to detail.
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Cultural competence and a commitment to working with diverse communities is essential.
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Ability to reside in Oregon by the first day of employment or otherwise perform work primarily in Oregon.
PREFERRED QUALIFICATIONS:
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Bachelor's degree.
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Excellent customer service skills, especially in the area of academic services.
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Ability to understand and respond to constituents from a "big picture" perspective.
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Strong interpersonal skills.
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Excellent oral and written communication skills.
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Strong analytical skills and attention to detail.
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Effective time management skills and ability to move quickly among various functions and responsibilities.
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Ability to exercise sound judgment and escalate issues when appropriate.
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Ability to think creatively and propose multiple solutions to a given problem and ability to assess the relative merits of each proposed solution.
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Ability to identify solutions that enhance productivity and improve student experience and services.
TYPICAL WORK SCHEDULE:
Monday through Friday, 8am to 5pm
PHYSICAL DEMANDS & WORKING CONDITIONS:
Typical work is performed indoors in a normal office environment.
SALARY: $18.20/hour
Applications will be reviewed on a rolling basis as received until the position is filled.
You will need to upload the following two documents as part of your application materials in the "My Experience" section:
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Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
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Current Resume
Incomplete applications will not be considered.
The Registrar's office exists to facilitate student enrollment and graduation from Willamette University. It does this by providing high quality services, available when, where, and how constituents need them, to current students, alumni, faculty, staff, and the general public. By tracking, analyzing, and reporting academic information, we inform university decision making. We are committed to providing exceptional service in an inclusive way.
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.
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