Registration & Records Assistant

Position Information

Position Title Registration & Records Assistant Position Category Civil Service Position Status 12 Month FLSA Non-Exempt Advertised Salary $25.44 per hour Department Registration and Records Working Hours Monday - Friday 35 hours per week General Description

SUNY Niagara is seeking a Registration and Records Assistant to join our team. This position plays a vital role in assisting with the student registration process and ensuring the accuracy, security, and integrity of student academic records. This position reports directly to the Registrar.

Key Responsibilities

• Support all aspects of the student registration process.
• Compile, establish, maintain, and secure academic records in compliance with records retention guidelines.
• Provide general clerical and technical support for registration and records functions.
• Maintain the accuracy and integrity of the student information system.
• Lead efforts to implement and maintain new registration and records technologies across campus.
• Manage complex technical projects that may impact the entire campus and apply computer technology to address challenges and advance College policies.
• Provide direct supervision to student workers.
• Serve as the accountable representative in the Registrar's absence.
  
  

SUNY Niagara provides phenomenal benefits for our employees. These benefits are part of a total compensation package comprised of more than just a salary which includes participation in the NYS Retirement System as well as benefits that not only cover you and your family's health but also your well-being as we understand the importance of allowing our employees to have a healthy work life balance. In addition to vacation, personal and sick days, our college is also closed for 14 holidays per year as well as Winter break from late December through early January and a week in March for Spring recess. Our college also observes 4-day work weeks in the summer. Please visit https://www.niagaracc.suny.edu/hr/benefits/ to view our benefit offerings.

Typical Work Activities

• Assists with all registration activities each semester, including the review of enrollment, available coursework, projected seats, forecasting of data pertaining to registration, working with divisions to adjust seat availability, and support for the online registration process;
• Provides back up supervision for student workers and aids with training;
• Manages and maintains student module within student information system as it relates to registration and records, troubleshooting problems and serving as liaison with the Office of Information Technology to resolve issues;
• Monitors the integrity of student data in the student information system, including but not limited to, identification of and resolution of duplicate id's in system;
• Troubleshoots and resolves all inquiries from students, faculty, administrators and staff related to registration and records;
• Posts corrections to student records as appropriate;
• Produces formal documentation of business practices and maintains departmental policy/procedure manual;
• Provides support to Academic Affairs in troubleshooting the online degree evaluation system, responds to questions on how to read and interpret a degree evaluation, and provides training as requested;
• Assists the Registrar with graduation certifications by maintaining and reviewing degree evaluations, recommending substitutions/waivers, working with faculty to verify eligibility for graduation;
• Prepares final diplomas and certificates for all graduates;
• Ensures institutional FERPA compliance, works with campus data breaches, and coordinates annual campus training;
• Maintains and issues student academic records, determines proper retention and disposition of records in accordance with New York State Archives, and advises on proper records retention methods;
• Analyzes registration and records data for enrollment trends, makes recommendations to improve overall process, and influences policy as appropriate;
• Reviews, tests and collaborates with other administrative offices in the implementation of technology- based student system upgrades, patches, and new enhancements;
• Reviews and updates registration and records website regularly;
• Participates in the development, implementation and communication of changes to policies, procedures and systems, in addition to formulating recommendations to improve effectiveness and efficiency;
• Performs tasks related to ad-hoc reporting, batch processing, and researches information upon request;
• Supervises and trains staff as needed.
  
  

Essential Functions

Thorough knowledge of the procedures and practices utilized in the compilation and maintenance of computerized college academic records and student information systems; thorough knowledge of the procedures and practices involved in the student registration process; Thorough knowledge of modern methods, principles, techniques and concepts utilized in computer information systems and analysis; thorough knowledge of information technology principles, techniques and concepts; thorough knowledge of modern techniques, up-to-date methods, and procedures as utilized for implementation of information technology systems; thorough knowledge of federal regulations governing student records; working knowledge of how an enterprise reporting program works in an organization; good knowledge of community college course offerings and curriculum requirements; technical writing skills; problem solving skills; skill in operating personal computing devices; ability to coordinate work with others including academic professionals; ability to research college records and analyze such data; ability to deal with students in an efficient, courteous and tactful manner; ability to utilize common office software programs including word processing, spreadsheet, databases, calendar, and email at an acceptable rate of speed and accuracy; ability to maintain confidentiality of records and information; ability to plan, organize and manage; ability to perform administrative tasks independently including the composition of reports, letters and memoranda; ability to compile, analyze, and summarize data and background information in both narrative and numerical form; ability to design and maintain filing systems for the storage of records and reports; ability to communicate effectively both orally and in writing; ability to analyze data and draw valid conclusions; ability to review and evaluate program procedures, methods, forms, etc.; ability to present technical information to a non-technical audience; ability to report on data to influence changes in policies and procedures; general information technology troubleshooting skills; ability to work in a team environment as well as independently; ability to understand and interpret complex oral and written directions; ability to apply knowledge of information technology systems to solve problems and implement new functionality; ability to establish and maintain effective working relationships with others; good organization; accuracy; initiative; tact; courtesy; sound judgment; integrity; neat professional appearance; physical condition commensurate with the demands of the position.

Required Qualifications

• Bachelor's Degree in a business-related field, education, public administration or computer information systems and one (1) year of satisfactory full-time or part-time equivalent paid experience in one of the aforementioned fields that must have involved responsibility for coordinating records management activities in accordance with established guidelines and also responsibility for utilizing a computerized information management system; OR
• Associate's Degree in a business-related field, education, public administration or computer information systems and three (3) years of satisfactory full-time or part-time equivalent paid experience in one of the aforementioned fields that must have involved responsibility for coordinating records management activities in accordance with established guidelines and also responsibility for utilizing a computerized information management system;
  
  

Desirable Qualifications License(s)/Certifications About SUNY Niagara

SUNY Niagara is a thriving educational institution located between the picturesque landscapes of Niagara Falls and the vibrant city of Buffalo, NY. Our college serves a diverse student population and is committed to providing a supportive and inclusive learning environment. With a commitment to academic excellence and student success, SUNY Niagara offers a supportive and collaborative environment for both faculty and staff.

SUNY Niagara is an accredited institution of higher education that offers high-quality academic programs leading to degrees and certificates that are supported by outstanding student services. The top 4 majors of our students are Liberal Arts and Sciences, Nursing, Psychology, and Criminal Justice. In 2023, SUNY Niagara ranked #1 in graduation rate among community colleges in New York State!

SUNY Niagara provides a variety of cultural, athletic, social, and international experiences, as well as community education, small business, and workforce development that supports economic development that positively impacts the quality of life of valued stakeholders. The college operates through a collegial model of shared governance and transparency and is accountable for meeting the highest standards of professionalism and integrity.

SUNY Niagara has two locations in western New York consisting of 287 acres and 11 buildings. The Sanborn, campus is minutes from Buffalo, Niagara Falls, and the Canadian border and is centrally located between the county's three main cities of Lockport, Niagara Falls, and North Tonawanda. The Sanborn campus offers a traditional college experience with world-class academics, knowledgeable faculty members, state-of-the-art classrooms, NJCAA athletics, and on-campus housing. We continue to invest in our facilities with the addition of the Learning Commons Center, which has become the nucleus of the campus; a place for faculty to collaborate and help students develop critical thinking skills while incorporating state-of-the-art technology and innovative student support services. We also modernized our campus dining commons, providing quality meal options in a sleek, comfortable, collaborative environment.

The Niagara Falls Culinary Institute (NFCI) is located in the heart of one of the world's biggest tourist destinations, Niagara Falls. Fully outfitted with modern labs and tools for students to use as they train in both classic and trendy techniques, NFCI is home to Culinary Arts, Baking and Pastry Arts, and Hospitality programs. The college also operates Savor, a fine dining restaurant, and La Patisserie, a European-style pastry café, at NFCI.

Our college nurtures and empowers its students and employees in ways that recognize and value our common humanity as well as the richness of our diversity. SUNY Niagara welcomes applicants who want to join a leading regional institution that provides a dynamic, educational environment, responds to students' current and emerging needs, and strengthens its community. At SUNY Niagara we embrace diversity and promote inclusion throughout the institution by recognizing, accepting, and celebrating differences within our campus and surrounding communities. Therefore, we desire and pursue candidates who share those principles and encourage applicants from all backgrounds to apply to our positions.

EEO Statement

SUNY Niagara does not discriminate and prohibits harassment or discrimination related to any protected category including creed, ethnicity, citizenship, national origin, sex, gender, pregnancy, disability, marital status, political or social affiliation, age, race, color, veteran status, military status, religion, sexual orientation, domestic violence status, genetic information, gender identity, gender expression or perceived gender. Women, minorities, veterans and individuals with disabilities are encouraged to apply.

Posting Detail Information

Posting Number S324P Open Date 01/29/2025 Close Date Open Until Filled Yes Special Instructions Summary

For full consideration, applications must be submitted by February 9, 2025. If a viable candidate is not found during the initial review, applications submitted after February 9, 2025 will be considered.

Qualifications

SUNY Niagara considers only those applications that clearly demonstrate the applicant meets all required qualifications as indicated on the posting, please review the qualifications before applying. Persons meeting the required qualifications as stated above should submit the following:

• cover letter that addresses each of the qualifications
• resume
• unofficial transcripts
• names and contact information for three (3) current, work related references
  
  

Incomplete packets will be rejected for lack of information.

Supplemental Questions