Office Coordinator-Academic Records & Services

Wheaton College•Wheaton, IL

5d•Onsite

About The Position

The Office Coordinator provides frontline customer service to students, faculty, and staff regarding student records. This position also assists the department with incoming phone and in-person communication, outgoing communication, general office support, and Commencement event logistics. This position works collaboratively within the Registrar’s Office as part of the Student Progress, Records, and Registration team. The Office Coordinator reports to the Associate Registrar. This Office Coordinator position does not supervise any staff. This position supervises student workers. This position does not have budgetary management or oversight but does assist with budget tracking, invoicing, and reporting. This position is part-time (20 hrs/week), 12 months, and non-exempt. Will occasionally require some evening and weekend hours. This position pays $20-$22/hr.

Requirements

Associate degree required; Bachelor’s degree preferred.
Prefer 1 year of experience within an administrative office setting, preferably higher education.
Working knowledge of Microsoft Office suite is necessary.
Working knowledge of relational databases is desired; Banner preferred.
Ability to interact professionally and effectively with faculty, students, administrators, and staff.
Excellent attention to detail.
Ability to organize and monitor email and data.
Effective oral and written communication skills.
Proven self-starter and able to work independently and as part of a team.
Must be able to handle sensitive, confidential information in a mature, professional manner and be familiar with FERPA.

Nice To Haves

Prior event planning experience preferred.

Responsibilities

Provide frontline customer service to students, alumni, faculty, and staff via email, phone, and in-person office visits.
Maintain the Registrar’s Office website.
Assist with outgoing mass email communication to the campus community.
Hire, manage, and coordinate projects for student workers.
Oversee their work of uploading student records to the document management system.
Utilize document management system for maintaining student records.
Follow best practices for records retention.
Assist with Commencement planning logistics.
Process transcript requests and related inquiries utilizing Parchment software.
Process individual diploma orders and reorders utilizing Parchment software.
Process alumni requests for notarization of transcripts and diplomas.
Process updates to student data (name, address, phone number, etc.).
Manage office purchasing requests in collaboration with the Registrar.
Provide assistance to the Associate Registrar or other team members as needed.
Other duties as assigned.