Registrar Associate I - Our Lady of the Lake University

Job Summary:

Working under the supervision of the Registrar the Registrar Associate I (RAI) is responsible for day-to-day functions to assist in the coordination of activities of the Registrar's Office. In consultation with the Registrar and other staff members within a client orient environment the RAI contributes to the operations within the department including but not limited to analyzing and entering external transcripts for transfer credit equivalency and coordinating graduation activities. Will rotate front desk coverage to ensure customer service satisfaction. Using effective communication, problem-solving and analytical skills the RAI provides accurate information and data. Ability to interpret policies and standard practices that deal with sensitive and/or confidential information is crucial.

Performance Evaluation Metrics:

• Efficiency- Ability to efficiently work with minimal direction
• Effectiveness- Ability to multi-task in fast pace environment
• Quality- Produce quality work with minimal errors, attention to detail

Essential Functions:

1. Evaluates Transfer Credit Equivalency-

• Evaluates and enters transfer hours for last names (M-Z).
• Determines what records need to be updated with correct course titles and which degree audits have course requirement exceptions, and updates as necessary.
• Reviews, approves and processes CLEP, DANTES, and external credit for last names (M-Z).
• Processes Course Substitution & Course Petitions forms (M-Z).
• Change major/minor/certificate/catalog year on student records.?

2. Grading-

• Responsible for ensuring grades are entered timely by faculty, notifying faculty of deadlines via memos, informing chairs when grades are not submitted.
• Processes all grade changes, WI forms.
• Prepares grade verification letters and mid-term advisee grade reports to all advisors.
• Prints and images all grade rosters, updates grade roster with grade change information.

3. Assists with Coordination of Graduation Activities-

• Assists with preparation of all material for each degree conferring period to include uploading graduation application information, emails, and preparing diplomas for distribution and preparing material needed for commencement.
• Coordinates with the University Events office to plan graduation ceremonies accordingly.
• Receives, reviews and responds to any email that is sent to the Graduation email account.

4. Front Desk Coverage-

• Answers incoming telephone calls promptly and courteously. Greet customers, furnishing answers within the scope of knowledge or routing/referring the call to appropriate location. Rotates with Associate Registrar II. Ensures that forms received contain all appropriate required information.
• Processes registrations, adds/drops.
• Schedules appointments for Registrar and Associate Registrar

Additional Responsibilities:

• Receives, reviews and responds to any email that is sent to the Registrar's Office email.
• Serves as resource person to all OLLU campuses.
• Interacts with faculty and student's advisor in answering questions and solving problems.
• Interacts with advisors and departments to update individual degree plans.
• Responsible for imaging of documents.
• Included in staff rotation to service front counter in evenings and weekends.
• Performs other duties as assigned by the Associate Registrar and Registrar.

Knowledge, Skills, and Abilities:

• Excellent communication and interpersonal skills.
• Excellent problem-solving skills.
• Data entry experience with knowledge of word processing and spreadsheets.
• Ability to work independently, managing multiple tasks concurrently and accurately; attention to detail.
• Ability to explain Degree Audits to students.
• Ability to work with a diverse population and maintain professionalism while dealing with sensitive and confidential information.
• Ability to work evenings and weekends
• Ability to sit or stand for extended periods of time.
• Proficient Keyboarding skills with high accuracy.
• Sufficient mobility to retrieve material from storage area; ability to perform light to moderate lifting of boxes, supplies and files; able to work extended periods of time at a computer terminal.
• Vision and dexterity within normal range of an office environment

Education and Experience:

• At least 30-60 college hours, strongly preferred.
• Minimum of one-year relevant experience in a university or college student services office setting, preferred.
• Experience in acknowledging policies and standard practices that deal with sensitive and/or confidential information preferred.
• High volume of data entry, experience strongly preferred.
• Experience in Colleague or other student service software strongly preferred.
• Proficient use of Microsoft Office software to include Word, Excel, and Outlook preferred.

Employment with Our Lady of the Lake University is contingent upon the applicant undergoing a background investigation.

OLLU seeks to attract, develop and retain the highest quality faculty, staff and administrators. The University is committed to diversity and strongly encourages applications from women and minorities. EOE

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