JOB SUMMARY:
The Assistant Registrar is responsible for the smooth technical operation of the student information system (SIS), Jenzabar One (J1) (registration module, advising module, common module) as well as the efficient operation of J1 Web and the respective training for end users. This position will be responsible for facilitating and coordinating with various departments to ensure a smooth student experience. This role is responsible for student facing programming and projects within the Office of the Registrar. The Assistant Registrar may represent the University Registrar as directed and provides a high quality of customer service and project leadership on special projects.
REQUIRED EXPERIENCE AND QUALIFICATIONS:
• Bachelor’s degree from a regionally accredited college/university preferred.
• 5 years of customer service experience with at least 1 year in a registrar office or similar office setting.
• Experience with Jenzabar One (J1) or another SIS.
• Strong oral and written communication skills.
• Proven experience with Microsoft Office products (Word, Excel, Outlook, Teams).
• Excellent customer service skills; demonstrated ability to treat all customers with dignity, respect, empathy, fairness, and professionalism.
• Exceptional troubleshooting and problem-solving skills.
REQUIRED DUTIES AND RESPONSIBILITIES:
• Assist students with transcripts, forms, and registration questions.
• Maintain student records, verifies data, performs degree audits.
• Preserves transcripts of closed schools that SCU maintains.
• Manages all aspects of graduation (graduation audits, ordering diplomas, working with academics, working with students) for all programs.
• Maintains the SIS working Trees and Advising Worksheets.
• Manages transcripts for current and all alumni.
• Assists in the enrollment submittal to the National Student Clearinghouse.
• Support the SCU team-oriented work environment by maintaining a pleasant and professional attitude and appearance.
• Collaboration with other departments and offices across campus with data collection and problem solving.
• Must follow best practices and compliance with all SCU policies and procedures. Uphold the highest levels of professionalism with high ethical conduct.
• May be required to work on campus with some evenings or weekends.
• Other duties as assigned.
PREFERRED DUTIES AND RESPONSIBILITIES:
• Demonstrated leadership, team building, communication skills, and project management.
• Demonstrated ability to carry out assignments without detailed instructions.
• Five years of supervisorial experience strongly preferred within a Registrar’s office.
• Maintain the Registrar’s page of mySCU including the Transfer Student page.
• May serve as a back-up Designated School Official (ADSO) for F1-Visa students and the Department of Homeland Security.
• Serve as the primary contact for Ontario Student Assistance Program (OSAP) and other Canadian provincial student assistance programs.
• Act as the Project Manager and/or Product Owner on special projects.
• May serve as the primary contact for Parchment Send, Parchment Diploma, and education verifications.
• May manage SCU’s Welcome Center.
• Evaluate existing procedures and recommend improvements.
• Monitors the student experience within the Registrar’s office and the Welcome Center and suggests and implements improvements.
• Ensure documentation of registrar systems is to the level that would allow others to support the operation of the department.
• Other duties as assigned.
COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies:
Student Centric Customer Service - Uses feedback to modify form. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
External Working Relationships – Develops and maintains courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.
Business Acumen - Demonstrates knowledge of market and competition; Aligns work with strategic goals.
Business Necessity – The needs of the employer may be dependent on responding to and anticipating rapidly changing external and internal demands in all aspects of how business is conducted. This may include, but is not limited to, organization structure, finances, goals, personnel, work processes, technology, and customer demands. Therefore, it may become necessary to make modifications to how business is conducted, and work is accomplished, with minimal or no advance notice to employees. Accordingly, the employee must be capable of adapting, with minimal or no advance notice, to changes in how business is conducted, and work is accomplished, with no diminishment in work performance.
Safety and Security –All employees are responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management.
SUPERVISORY RESPONSIBILITIES:
This job supervises 1-5 student workers in the Welcome Center. This job also supervises the full-time Transfer Credit Specialist.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATIONS AND/OR EXPERIENCE:
Bachelor’s degree preferred from a regionally accredited college/university with 5 years of customer service experience with at least 1 year in a registrar or other education office.
OTHER SKILLS, ABILITIES, AND QUALIFICATIONS:
Knowledge of admission processes and customer service experience a plus. Ability to travel to offsite graduation ceremony and assist with setup, organization, and breakdown. Ability to represent the registrar’s office and profession positively through a strong, student-centered ethic.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to stand; walk; and sit. The employee is occasionally required to reach with hands and arms; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds.