Office Assistant V, Law Registrar

University of San Francisco

4d•Onsite

About The Position

The University of San Francisco School of Law is seeking an adaptable, dependable, detail-oriented, and responsive individual with strong collaborative and customer service skills to support the Law Registrar’s Office. The Office Assistant provides comprehensive and timely service to law students, staff, faculty, alumni, and external constituents; handles multi-part document and data requests; helps preserve the accuracy and integrity of academic records; assists with examinations and classroom technology; and works with confidential and sensitive information. This position is a key member of the Law Registrar team and reports to the Law Registrar. The role supports registrar operations across academic records, registration, room scheduling, course feedback and evaluations, degree audits and conferral, exams, and related curricular functions. It also maintains office forms and website content, prepares technical and statistical reports, serves as a liaison with university departments and outside agencies, and may hire, train, schedule, and supervise exam proctors under the supervision of the Assistant Law Registrar and Law Registrar. When classes are in session, the office is open 8:30 a.m.–7:00 p.m. Monday through Thursday and 8:30 a.m.–5:00 p.m. Friday. The position requires one evening shift per week, 10:30 a.m.–7:00 p.m., and may cover evening hours for other staff. When classes are not in session, hours are 8:30 a.m.–5:00 p.m. Extended hours and weekend work are required during registration, final examinations, and graduation. Vacation or personal days are not allowed during specified peak production, examination, and grading periods.

Requirements

Training or experience equivalent to three years of increasingly responsible work experience or related education.
Understanding of and commitment to USF’s mission, vision, and values.
Ability to delegate, train, motivate, and supervise supporting staff, including exam proctors.
Excellent customer service skills and ability to establish effective working relationships with staff, faculty, department administrators, and the public.
Ability to work effectively with a diverse student body, faculty, and staff, with a strong equity lens.
Excellent oral and written communication, interpersonal, organizational, and analytical skills.
Ability to learn and interpret policies and procedures, develop a thorough understanding of Law School academic policies and regulations, apply them accurately, and enforce them with a positive and helpful demeanor.
Ability to anticipate customer service needs and deliver effective service consistent with school regulations and office procedures.
Self-starter able to work productively with minimal supervision and collaboratively as a team member.
Ability to manage long-term projects while demonstrating accuracy, timeliness, productivity, initiative, and follow-through.
Ability to adapt to and learn new electronic technology and adjust to changing, complex policies and exceptions.
Ability to assist with filing student record data and perform data entry.
Ability to share responsibilities and cooperate with others in achieving office goals.
Detail orientation and good organizational skills.
Ability to coordinate and prioritize multiple simultaneous tasks in a deadline-driven environment with frequent interruptions.
Ability to maintain record confidentiality and communicate necessary information in accordance with FERPA.
Ability to sit for extended periods and sustain concentration and productivity throughout the workday, including during repetitive, detailed work and frequent interruptions.
Desktop proficiency creating, revising, and printing MS Word documents, including mail merges and labels, Excel spreadsheets, and fillable PDF documents.
Ability to work the required weekly evening shift and extended hours, including weekends during registration, final examination periods, and graduation.
Ability to move quickly up and down stairwells and carry a 5–15-pound box of supplies.

Nice To Haves

Post-high-school education.
Experience working in a Registrar’s Office.
Experience in higher education.
Experience with a variety of operating systems, including Microsoft 365 and Google Workspace.
Advanced experience with computer database systems, word-processing software, and spreadsheet software.
Familiarity with student data systems, preferably Banner.

Responsibilities

Serve as a first point of contact for students, staff, faculty, and alumni, providing customer service by email, telephone, and in person.
Explain registrar policies, procedures, services, and programs; compose clear and tactful communications for appropriate audiences.
Receive, screen, generate, and process correspondence and forms related to academic records, including transcript requests, enrollment and graduation verifications, letters of good standing, and character and fitness or bar certifications.
Research, analyze, and correct inaccurate or incomplete student records, maintaining their quality and accuracy and liaising with law school and university departments.
Deliver pre-semester classroom technology training to new faculty with Faculty Services staff, provide classroom support during the first two weeks of classes, and troubleshoot ongoing or time-sensitive classroom technology issues.
Create, coordinate, schedule, collect, organize, format, and return four-week feedback forms and end-of-semester course evaluations, ensuring student participation.
Train users on room-scheduling software, provide room-booking policy and procedure information, process room requests, and respond to room inquiries.
Review and maintain office forms and improve their processes, efficiency, and use of technology.
Support registration, exam preparation and administration, degree audits, degree conferral, diploma ordering, and collection and verification of book orders.
Maintain the Law Registrar’s website by updating content and forms and ensuring posted information is accurate and timely.
Create and maintain student mail folders, including folders for incoming students and replacements for missing folders.
Assist with academic registration, generate class rosters, and send rosters to faculty during add/drop.
Collect and analyze data in assigned areas and develop and present data to senior managers and executives.
Participate in purging and archiving academic records.
Assist with exam preparation and administration, including installing exam software on laptop computers, setting up proctor overhead screens, and preparing completed exams for faculty pickup.
Sort completed examination answers, check them against class rosters, and notify the Registrar of discrepancies.
Serve as an alternate for other staff roles during vacancies, vacations, and illness.
As assigned, hire, train, schedule, provide payroll information for, and supervise exam proctors; check their work for accuracy.
Create complex technical and statistical reports and act as a liaison with outside agencies.
Perform other duties as assigned.