Senior Registration Assistant

This position carries out daily operations of the Registrar’s Office in addition to assisting the Registrar and Assistant Registrar with special assignments and projects. The Senior Registration Assistant provides administrative support to the Assistant Registrar, helping to execute all registration and scheduling related functions and tasks. The position greets visitors to the office, answers incoming calls, and reviews office email to address general questions and requests from students, faculty, staff, and the public; and processes daily office paperwork including course registrations, transcript requests, verifications, grading, record maintenance, and filing. Research and retrieval of archived student records is required. This position also requires proper handling of confidential information, exceptional professional etiquette, and high-quality customer service.

• Under direction of the Assistant Registrar, provides full-time “front desk” coverage and responds to inquiries (in person, telephone and email) in a timely manner.
• Serves as an alternate to administer the “Pull” process from Slate to Jenzabar and assists the Assistant Registrar with the onboarding of newly admitted students into Jenzabar.
• Processes student registrations, adds, drops, and withdrawals; produces transcripts as requested by students and alumnae, research transcripts, retrieve archival records and recreate older transcripts when necessary; assists in maintaining and updating student academic records; 
• Serves as a liaison between the Registrar’s Office, Office of Academic Advising, Bursar’s Office, IT, Student Financial Services, Health Services, Graduate and Undergraduate Admissions, and Academic Departments regarding student registrations and academic records.
• Corresponds with students and/or contacts students regarding registration “holds” and/or cancelled courses.
• Manages and conducts registration audits and cross checks prior to the commencement of registration for each semester.
• Reviews and updates the data generated from the Registrar’s Office automated daily Registrar’s Reports to ensure the accurate maintenance of students’ records and curriculum data in Jenzabar.
• Assists in maintaining and updating student academic records.
• Assists the Assistant Registrar with preparing and generating reports for the Records Committee meetings.
• Assists degree auditors with evaluating and entering transfer credit/graduation applications when necessary from Slate into Jenzabar.
• Educates students in the use of email, the MyUSJ portal, and the University of Saint Joseph website.
• Educates students and all new staff and faculty about FERPA guidelines and options by hosting scheduled workshops.
• Maintains information regarding the classrooms and collaborates with facilities to ensure the correct number of seats and IT equipment are in every classroom for each semester.
• Assigns classrooms using Ad Astra for both term courses and exam blocks.
• Jointly manages all current and archival records, including maintenance of all filing, research and retrieval of archived records and files (1932- present).
• Attends University events as required;
• Is the veteran certifying official and maintains records of all student veterans and maintains relationship with VA. Maintains training requirements with all VA programs and serves as a liaison to the university regarding Veteran affairs.
• Serves on University committees as required; performs other duties as assigned.  Special assignments may include cross training and among others: maintenance of the office production calendar; setting the year term and sub-term begin/end dates and grading deadlines; participate in new student orientations;  process missing and incomplete grade reports; process daily internet submissions; schedule and run computer programs such as academic and enrollment count recalculations and the computation of student progress; creates and generates queries and reports as necessary using InfoMaker.

Education & Experience

• Bachelor’s degree strongly preferred; Associate’s degree or equivalent required.
• Previous clerical and data entry experience required; experience in a Registrar’s or Dean’s Office preferred, as is experience with the Jenzabar Student Information System.

Other Qualifications

• Strong organizational skills and attention to detail required
• Demonstrated ability to handle multiple tasks and work in an environment with continuous interruptions
• Excellent interpersonal and verbal and written communication skills and ability to communicate comfortably with students, colleagues, and external constituents 
• Able to function independently while operating effectively within a team environment
• Demonstrated ability to work collegially, balance and prioritize assignments, manage projects, and problem solve
• Possess solid general computer skills, including ability to work in a Windows environment.   Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management).  Familiarity with specific applications used by the University/Department a plus.
• Ability to maintain confidentiality 
• Cultural competency to work with diverse student and employee population.
• Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public
• Commitment to the mission of the University of Saint Joseph 
• Ability to work some evenings and weekends required 
• Physical ability to perform essential functions of the position, with or without reasonable accommodation.