Temporary - Senior Office Assistant Registrar

Suffolk County Community Col•Selden, NY

38d•Onsite

About The Position

This is an up to six month temporary position. In-person campus registrar office transactions include servicing students who have holds that prevent online registration, assisting students with their schedules and payment obligations, and executing transactions that affect the student record throughout the semester. This position is responsible for many duties beyond the Office Assistant, which involve assisting both the Administrative and Principal Office Assistants with supervisory duties as well as participating in special projects and tasks. The Senior Office Assistant also provides in-person and remote guidance to students and to various members of the College. An outline of duties and responsibilities include the below. Senior Office Assistant category: Assist Principal Office Assistant with daily office workflow and the supervision and assignment of daily work to College Aides and Work Study students. Oversee performance for accuracy. Train and update staff on important semester specific rules and requirements, i.e., drop/add/withdrawal dates, payment dates, any new mandates, etc. Process FERPA non-disclosure and disclosure requests and assist Principal Office Assistant with the maintenance and retention of FERPA documentation. Oversee and process academic transactions, such as prerequisite waivers, course repeats, major restriction waivers and holds, reinstatements of students not in attendance. Act as Help Desk for students in the areas of: creation/activation of Suffolk Login portal and SCCC email accounts and password resets, and provide navigation training and trouble-shooting. Assist Academic departments with registrations, adjustments and troubleshooting issues. Assist Administrative and Principal Office Assistants with processing of registration transactions to correct student financial liability. Assist Administrative and Principal Office Assistants with Banner functions such as the prerequisite screening process. Assist Principal Office Assistant with class cancellations and student schedule-changes using a specialized Banner process. Assume responsibilities in absence of Principal Office Assistant for College Aide & Work Study students, including timely submission of timecards to HR Office Assistant category: Registration: Schedule building/adjusting - Drops, Adds, Withdrawals, etc Account creations for student populations such as Early College, Beacon and senior citizens, and ensuring that the proper registration and billing attributes are correctly applied. Process non-credit continuing education registrations, including driver education and high school equivalency. Manage Non-Degree applications in Slate. Process changes to student records, such as demographic information, social security number and chosen name. Process student requests for FERPA disclosure and non-disclosure. Scanning/indexing all relevant student processing documents. Manage the Photo ID process: authenticate students and take ID card photos, per established policy. Process student requests for enrollment certification Monitor Registrar generic email accounts and respond to inquiries Compose correspondence in response to requests for information Assist faculty with enrollment and grade roster submission. Registration: schedule building, drops and adds, withdrawals, etc Process Prerequisite Waivers, Course Repeat & Major Restrictions Waivers Process Continuing Education & Driver's Education Applications & registrations Create/process Non-Degree applications Manage Non-Degree Applications via SLATE & CONSTITUO Process Change of Records: Update address, phone, Name/Chosen Name, degree/catalog year, email addresses, SS#, DOB, etc. Assist students with creation/activation of portal accounts Scanning/indexing all paperwork student documents Process and complete Enrollment Certification requests Monitor 3 campus email accounts and respond to inquiries Compose correspondence in response to requests for information

Requirements

Must meet Civil Service Minimum Qualifications for this position.
Graduation from a standard senior high school or possession of a high school equivalency diploma and two (2) years of clerical experience.
NOTE: Additional education beyond high school from with a college with federally-authorized accreditation or registration by NY State may be substituted for the above experience on a year-for-year basis.

Responsibilities

Assist Principal Office Assistant with daily office workflow and the supervision and assignment of daily work to College Aides and Work Study students. Oversee performance for accuracy.
Train and update staff on important semester specific rules and requirements, i.e., drop/add/withdrawal dates, payment dates, any new mandates, etc.
Process FERPA non-disclosure and disclosure requests and assist Principal Office Assistant with the maintenance and retention of FERPA documentation.
Oversee and process academic transactions, such as prerequisite waivers, course repeats, major restriction waivers and holds, reinstatements of students not in attendance.
Act as Help Desk for students in the areas of: creation/activation of Suffolk Login portal and SCCC email accounts and password resets, and provide navigation training and trouble-shooting.
Assist Academic departments with registrations, adjustments and troubleshooting issues.
Assist Administrative and Principal Office Assistants with processing of registration transactions to correct student financial liability.
Assist Administrative and Principal Office Assistants with Banner functions such as the prerequisite screening process.
Assist Principal Office Assistant with class cancellations and student schedule-changes using a specialized Banner process.
Assume responsibilities in absence of Principal Office Assistant for College Aide & Work Study students, including timely submission of timecards to HR
Registration: Schedule building/adjusting - Drops, Adds, Withdrawals, etc
Account creations for student populations such as Early College, Beacon and senior citizens, and ensuring that the proper registration and billing attributes are correctly applied.
Process non-credit continuing education registrations, including driver education and high school equivalency.
Manage Non-Degree applications in Slate.
Process changes to student records, such as demographic information, social security number and chosen name.
Process student requests for FERPA disclosure and non-disclosure.
Scanning/indexing all relevant student processing documents.
Manage the Photo ID process: authenticate students and take ID card photos, per established policy.
Process student requests for enrollment certification
Monitor Registrar generic email accounts and respond to inquiries
Compose correspondence in response to requests for information
Assist faculty with enrollment and grade roster submission.
Registration: schedule building, drops and adds, withdrawals, etc
Process Prerequisite Waivers, Course Repeat & Major Restrictions Waivers
Process Continuing Education & Driver's Education Applications & registrations
Create/process Non-Degree applications
Manage Non-Degree Applications via SLATE & CONSTITUO
Process Change of Records: Update address, phone, Name/Chosen Name, degree/catalog year, email addresses, SS#, DOB, etc.
Assist students with creation/activation of portal accounts
Scanning/indexing all paperwork student documents
Process and complete Enrollment Certification requests
Monitor 3 campus email accounts and respond to inquiries
Compose correspondence in response to requests for information