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JOB TITLE: Registration & Records Specialist
CLASSIFICATION: Staff
DEPARTMENT: Registration and Records
DIVISION: Planning and Assessment
REPORTS TO: Director of Registration and Records
STATUS: Full-time, 12-months status, Exempt
DESCRIPTION: The Registration & Records Specialist serves as the administrative official for transfer credits, degree audits, certificates, and commencement. The assistant director assists with registration and the maintenance of student records, including change of degree programs. The specialist is the school’s VA certifying official. The specialist also provides database report writing support for the director, and represents the department in the director’s absence.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Finalize, enter and disseminate record of transfer credits
- Conduct official degree audits for all graduation applicants
- Ensure eligibility of all commencement attendees
- Assist with planning and execution of commencement activities
- Order and distribute regalia and diplomas
- Maintain Registration and Records MyCapitol portal page with up-to-date commencement information and student forms
- Process all degree program changes and minor declarations
- Process all certificate requests
- Process schedule changes
· Serve as VA School Certifying Official in support of the primary certifying official including:
o Counseling veteran students on the use of their education benefits
o Certifying veteran student courses in VAOnce
o Ensuring compliance with all VA regulations and reporting requirements
o Maintaining veteran files in accordance with VA policy
- Proactively address student concerns
- Adhere to FERPA regulations regarding all distributed information whether written or verbal
- Participate in student orientation
- Assist the Director of Registration and Records in ensuring adherence to all academic policies and procedures necessary for compliance with external standards set by accrediting state and federal agencies and other regulatory entities
- Assist with special projects as assigned
EDUCATION AND EXPERIENCE REQUIRED:
- Bachelor’s degree required.
- Minimum one to two years experience in higher education administration or related field.
- Demonstrated success in working as a member of a team and developing effective working relationships with students, staff, sponsors, and faculty.
- Excellent written/oral communication skills.
- Demonstrated track record with respect to detail orientation and accuracy.
- Computer literacy and competency with an administrative database.
- Experience with the evaluation and/or processing of transfer credit.
KNOWLEDGE, SKILLS & ABILITIES REQUIRED:
- Ability to work effectively in a collegiate setting with students, faculty, administrators, and staff.
- Ability to manage and coordinate multiple departmental programs and services concurrently.
- Effective communication, time management, customer service, and problem solving skills.
- Strong knowledge of principles, ethics and practices of higher education.
- Ability to lead multiple long- and short-term projects simultaneously, meeting all related deadlines; ability to plan, prioritize, coordinate, and manage own work; ability to work unsupervised and make decisions and solve problems independently, effectively and creatively.
- Excellent verbal communication, interpersonal and relationship-building skills to effectively work with a variety of people and personalities; ability to communicate clearly in person and in writing.
- Goal-oriented, persistent and persuasive in the contact, follow-through and completion of all departmental tasks.
- Thorough, organized and detail-oriented approach to work.
- High computer skills with experience using an administrative database, infomaker, crystal report or a similar report writer, Jenzabar, Banner, or other system.