Department Coordinator II

University of Louisville•Louisville, KY

6d•$17 - $26•Onsite

About The Position

The University of Louisville Registrar’s Office is seeking to hire a Department Coordinator II. This position will provide excellent customer service to all students, alumni, faculty, staff, and the University community via phone or in person for all inquiries to the Registrar’s Office. The role involves assisting with and processing requests for transcripts, overseeing and inputting student registration, processing record changes, and responding to requests for various letters and verifications. The coordinator will also accept and verify completed applications for Petitions to Determine Residency Status and interact with University stakeholders regarding deadlines and policies. Cross-training with coworkers and adhering to best practices are also key aspects of this role.

Requirements

High School Diploma/GED
A minimum of two (2) years of relevant experience or an equivalent combination of education and experience.
Grade 2 (Hourly)

Nice To Haves

PeopleSoft experience
Microsoft Office suite, including Word, Excel, and Outlook

Responsibilities

Provide excellent customer service to individuals contacting the Registrar’s Office in person or via phone.
Answer and assist with inquiries for transcript requests in person, by phone, web, fax, and mail.
Research information for student identification validity and enter accurate information into PeopleSoft, OnBase, or hard-copy records.
Follow transcript-specific mailing procedures and review transcripts for accuracy.
Collect/post transcript fees and balance receipts daily.
Retrieve optional ordering of transcripts via the National Student Clearinghouse.
Oversee student registration by analyzing and resolving problems in person, by phone, web, fax, and mail.
Enter data accurately into the student system for course requests, including drops/adds, withdrawals, and grade status changes.
Recalculate tuition for additional charges or refunds.
Correctly determine student eligibility for re-enrollment, including residency status.
Process record changes and review student academic records for accuracy, including grade authorization forms, transfer credit and credit by exam, repeated courses, bankruptcies, term academic actions, honors and awards, and students participating in the Fresh Start program.
Respond to all requests received in person, by phone, web, fax, or mail.
Accurately process visiting student letters for upcoming semesters and set service indicator for future review.
Ensure accurate completion of forms in compliance with Federal and University guidelines, as well as adhering to FERPA policies.
Accept completed residency petition applications from students and verify that student has entered and attached all required supporting documentation.
Interconnect with university stakeholders concerning the Registrar’s Office regarding deadlines and policies/procedures, including revisions, academic calendars, addresses, emergency contacts and referrals.
Participate in Training and Development sessions to stay current with office and University procedures, learn new technology, and maintain and enhance customer service and team-building skills.
Cross-train with coworkers on all Registrar’s Office functions by documenting processes and establishing best practices for smooth office functionality.