Assistant Registrar

St. Thomas University (Miami, FL)•Miami Gardens, FL

48d

About The Position

Assists the Registrar for University-wide leadership and planning in the development, implementation, and monitoring of all aspects of student registration and records. The Assistant Registrar is responsible for supporting the Registrar in overseeing the academic records and registration processes and implementation of academic policies. This includes managing student registration, maintaining accurate academic records, ensuring compliance with institutional policies, and providing support to students, faculty, and staff in all academic-related administrative functions. Daily responsibilities include Assisting the veteran students with the processing of the VA benefits, the processing of transcript requests, deferments, enrollment verifications, creating (on the spot) Independent Study, Credit by Exam, Internship courses, assigning rooms on an "as needed" basis, updating cap changes, professor names, time and days, and keeping this information updated in the Registrar's Office web pages. Serves as liaison with the representatives of and processes the scheduling of Dual Enrollment, Archdiocese Religious Education, Educator Workshop, and Organizational Leadership classes (creates terms & courses, inputs faculty information, make any adjustments needed to the records, run final grade rosters, input and updates in Colleague. Organize all aspects for commencement including the ordering of diplomas. Responsible for evaluating student records for National Association of Intercollegiate Athletics (NAIA) eligibility certification. Assists with registration and provides precise and accurate information to students to facilitate transactions in a smooth and orderly fashion.

Requirements

High School Diploma/GED required; minimum of one year's college education required, bachelor's degree required, master's degree preferred.
Minimum of two years' progressively responsible experience in a College/University Registrar's Office demonstrating leadership and supervisory skills, and thorough and proven proficiency with office practices, procedures and equipment required.
Bilingual is a must.
Experience with relational databases and related computer systems required, Datatel's Colleague preferred, SQL retrieval languages preferred; Word/Excel for Windows preferred.
Attention to detail, excellent interpersonal and strong supervisory and organizational skills is needed to accomplish several ongoing assignments simultaneously.
Must be a self-starter, able to work under pressure, coordinate daily operations and meet established deadlines.
Works regularly with information requiring utmost discretion and integrity.
Ability to exercise critical human relations skills in establishing and maintaining effective working relationships with employees, students and the public.
Knowledge of alphanumeric filing and cross-filing. Excellent proofreading skills and effective written and verbal communication skills are necessary.
Professional appearance and demeanor including experience in meeting the public and dealing with people using tact, poise, patience and courtesy.
Some evening/weekends hours are required.
Physical requirements are within the normal bounds of an office environment but may include occasional lifting, carrying, pushing/pulling 20-50 pounds.

Responsibilities

Welcome and assist incoming visitors; screen and announce when appropriate.
Receive and route incoming calls in an efficient and courteous manner; take accurate messages as necessary.
Respond to inquiries from faculty, staff, students, and others concerning office/program activities.
Perform routine administrative tasks utilizing knowledge of departmental policies and procedures.
Acts as liaison with University webmaster on creating and updating departmental web pages.
Assists the Registrar in the daily operation of the Registrar's Office by supervising office staff, responding to inquiries and researching and resolving problems related to transactions handled by the Registrar's Office on a daily basis. This position also serves as liaison with otherdepartments in the resolution of day-to-day operational issues.
Monitors the database to ensure that changes to student records are accurate and processed in a timely fashion.
Retrieves data using existing reports or designs simple ad hoc reports with the support of the Office of Information Technology (OIT).
Assists the Registrar in the development of the office calendar and establishment of project deadlines.
Maintains the active student files.
Arranges and schedules room assignments, including online and E-Learn programs.
Assists in formulating procedures for systematic retention, protection, retrieval and transfer of student records.
Helps develop university standards and procedures in conjunction with OIT staff.
Counsels and informs students regarding academic standards and prepares a follow-up report for notification to departments concerned
Process the enrollment verification for all Veteran Students.
Processes requests for verifications for the National Association of Intercollegiate Athletics (NAIA} by utilizing the student database for information and in compliance with the Student, Family Rights and Privacy Act (FERPA).
Assists the Registrar with NAIA reports and evaluations of student-athlete eligibility.
Maintains and updates academic records online.
Prepares, monitors, corrects or updates students' degree program/minor or date degree expected online.
Register students, researches and adjusts registration-related issues for Student Success Center.
Assists in preparing all paperwork for submission to the Department of Veterans Affairs on behalf of students who qualify to receive VA benefits and report student registration/certification every semester utilizing VA-Cert software.
Assists with Graduation Expo
Assist with updating students with the different events for graduation.
Assist with maintaining accurate list for graduation
Assist with the outside vendors for commencement
Assist with distribution of the commencement tickets
Responsible for supervisor's Pcard reconciliation on a monthly basis.
Maintain departmental budget records, including processing Purchase Order Requisitions.
Inventory office supplies, including monitoring and reordering as required.
Helps faculty in the use of Webadvisor to look up their individual course information, course rosters and input their final grades.
Generates Final Grade Roster email and sends to faculty by set deadlines as published in the university's Academic Calendar
Verifies and makes corrections to final grades online for all courses for all academic terms
Processes and enter all incomplete removals and grade changes online
Generates and mails grade reports at the end of every semester as requested by students.
Process all Tuition Reimbursement Verification Forms with Final Gade Roster Report
Data clean-up and correction.
Other duties as assigned by the Registrar, Provost of the University/Chief Academic Officer.
Complies with departmental and University safety rules and regulations.
Serves on University committees as requested.