Records Operations Coordinator

Manages registrar's office functions in relation to curriculum process, catalog production, academic schedule building, faculty credentialing, transfer articulation, enrollment verification, internal and external facilities, student honors, and software products used within the registrar's office.

Manages registrar's office functions in relation to curriculum process, catalog production, academic schedule building, faculty credentialing, transfer articulation, enrollment verification, internal and external facilities, student honors, and software products used within the registrar's office. Work is performed under immediate supervision, working within guidelines and established standards. Â Decisions may affect the operation of the registrar's area. Â

• Essential Functions% TIMEManages communication with faculty and administration about curriculum proposals, catalog production, academic schedule development, transfer articulation, course waivers, substitutions, and Credit for Prior Learning requests.  25%Manages curriculum proposals and prepares them for curriculum committee review.  Responsible for information being entered and processed in curriculum software. Update and maintain master course guides and master course syllabi as course revisions are finalized.  Maintain digital curriculum files.20%Manages yearly production of the college catalog and development of the academic schedule.20%Responsible for articulation of college transcripts.10%Manages student honors and yearly ceremony.   Assist with commencement.5%Manages credentialing in Watermark and coordinates with division chairs for approval of credentialed faculty.5%Manages facility requests both internal and external.  5%Provide administrative support to the registrar. Produce minutes for Curriculum Committee and Commencement Team meetings 5%Other duties as assigned.5%
  
  

Education

• Bachelor's degree in Business or related field is requiredÂ
  
  

Experience

• 3 year Progressively responsible experience in the field of higher education academics is required.
• 2 year Student information system experience is required.Â
  
  

Financial Responsibility

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Select one or more facets of financial responsibility for this position, use the drop down menu at the bottom of the page to reflect the total budget associated with this role.

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Planning

Monitoring/ Reconciling

Tracking

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Has Financial Responsibilities

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Staying within a line item in department's budget

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P-Card User

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Collaboration/Service:Â

Indicate the nature of collaboration and/or service to others required by the position and whether this occurs internally (with others at the College) or externally (with students, parents, donors, general public, vendors, media, other institutions, etc.) Check all that apply. Additional information can be entered on the right.

Internal

External

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Additional Information

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Exchange of routine, factual information and/or answering routine questions.

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Exchange detailed information or resolve varied problems.

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Access to and/or works with sensitive and/or confidential information.

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Identify needs/concerns of others, determine potential solutions, resolve or redirect appropriately.

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Persuade, gain cooperation and acceptance of ideas or collaborate on significant projects.

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Resolve conflict, negotiate or collaborate on major projects.

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Handle sensitive issues and facilitate collaboration at the highest level.

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Develop and maintain relationships with key contacts to enhance work flow and work quality.

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Decision Making

Indicate the type of impact of the decisions typically made by this position. Check only one box. Additional information can be entered on the right.

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Additional Information

Decisions generally affect own position or specific functional area. Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedures.

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May contribute to business and operational decisions that affect the department. Decisions made address non-routine questions and situations, often requiring investigation and/or research of precedents. Uses patterns, trends, and precedents to analyze situations and determine appropriate course of action or approach to solving problems.

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Decisions have major implications on the strategy, operational and business decisions that affect the department. Problems are varied, requiring analysis or interpretation of the situation. Problems are solved using knowledge and skills, and general precedents and practices.

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Decisions and problems are complex and involve multiple constituencies, often with competing priorities. Â Problems are highly varied, complex and often non-recurring; require novel and creative approaches to resolution. New concepts and approaches may have to be developed.

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Independence of Action

Indicate the position's general degree of independence of action. Check only one box. Additional information can be entered on the right.

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Additional Information

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Work is closely managed and reviewed for accuracy and adequacy. Â Â Follows specific, outlined, and detailed directions.

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Works is accomplished with moderate supervision. Â Follows established and detailed directions. Â Â Work is reviewed for accuracy and overall adequacy.

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Works is accomplished with limited direction. Â Determines and develops approach to solutions. Â Work is evaluated upon completion to ensure objectives have been met.

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Work is accomplished without considerable direction. Â Exercises judgment in selecting methods, techniques, and evaluation criteria in obtaining results. Â Exerts significant latitude in determining objectives of assignment. Â Takes calculated risks with consultation from the expert.

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Works with minimal direction toward predetermined long-range goals. Â Â Acts independently to determine methods and procedures on new or special assignments. Determines and pursues courses of action essential in obtaining desired results. Takes calculated risks.

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• ----- Other Scope factors: Could also include Factors from WV HEPC form --------
  
  

Problem Complexity and Problem-Solving Timeframes

Describes how clearly a problem is defined when presented and how much additional effort is required to understand the nature of the problem. Â Â Â Additionally reflects typical timeframes associated with resolving problems encountered in the role.

Provides resolution to problems that are readily identifiable with limited scope and are resolved in accordance with standard practices, procedures, applications or routines. Â Problem/Task resolution timeframe: Â The majority of tasks typically take one to two days to resolve.

Provides resolution to an assortment of problems that are typically well defined, but some clarification or judgment is required to determine action, as additional information about the problem / task is discovered. Â Uses judgment within defined practices / procedures to determine appropriate action. Â Â Problem/Task resolution timeframe: Inclusive of shorter timeframes, but the majority of tasks take up to several weeks to resolve.

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Provides resolution to a diverse range of recognizable complex problems. Â Analysis is required to identify root cause. Â Uses judgment within defined boundaries to develop alternate solutions, both long and short term. Â Problem/Task resolution timeframe: Inclusive of shorter timeframes, but typically the majority of tasks take three to six months to resolve.

Works on complex issues where analysis of situations or data requires in-depth evaluation of variable factors. Â Constructs and may pursue alternative paths towards a solution. Â Â Exercises judgment in selecting method, techniques and evaluation criteria for obtaining results consistent with broadly defined policies and practices. Â Problem/Task resolution timeframe: Inclusive of shorter timeframes, but typically six to twelve months or more to resolve.

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Works on significant and unique issues where analysis of situations or data requires and evaluation of intangibles. Â Aware and responds to changing and interconnected variables. Â Â Exercises independent judgment in methods, techniques and evaluation criteria for obtaining results. Â Â Problem/Task resolution timeframe: Inclusive of shorter timeframes, but typically twelve months or more to resolve.

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Impact

A statement which describes the impact to the company of contributions, decisions, recommendations or actions taken by the incumbent

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Failure to accomplish results can normally be overcome without significant effect on the organization

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Failure to achieve results or erroneous judgments may require the allocation of additional resources to correct and / or achieve goals.

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Failure to obtain results or erroneous judgments or recommendations would normally have serious results and may require substantial expenditure of resources to correct and / or achieve goals.

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Erroneous decisions or recommendations would normally result in the inability to reach crucial organizational objectives and may have prolonged effect, as well as the expenditure of substantial resources.

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Erroneous decisions or recommendations would normally result in failure to reach goals crucial to significant organizational objectives and would profoundly affect the image of the organization.

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