Registrar Associate I - Our Lady of the Lake University

Location: San Antonio, TX Category: Staff Full Time Posted On: Wed Feb 23 2022 Job Description:

JOB SUMMARY: Working under the supervision of the Registrar the Registrar Associate I is responsible for day to day functions to assist in the coordination of activities of the Registrar's Office. In consultation with the Registrar and other staff members within a client orient environment the RAI contributes to the operations within the department including but not limited to analyzing and entering external transcripts for transfer credit equivalency and coordinating graduation activities. Will rotate front desk coverage to ensure customer service satisfaction. Using effective communication, problem-solving and analytical skills the Registrar Associate I provides accurate information and data. Ability to interpret policies and standard practices that deal with sensitive and/or confidential information is crucial.

Essential Functions
Evaluation of Transfer Credit Equivalency
Evaluates and enters transfer hours for last names (M-Z).
Determines what records need to be updated with correct course titles and which degree audits have course requirement exceptions, and updates as necessary.
Reviews, approves and processes CLEP, DANTES, and external credit for last names (M-Z).
Processes Course Substitution & Course Petitions forms (M-Z).
Change major/minor/certificate/catalog year on student records.

Coordinates Graduation Activities
Responsible for preparation of all material for each degree conferring period to include mailing of graduation letters and emails, preparing diplomas for distribution and preparing material needed for commencement. Ensures that Graduation Portal site is updated with pertinent information for degree candidates.
Coordinates with the Student Life Office to plan graduation ceremonies accordingly.
Receives, reviews and responds to any email that is sent to the Graduation email account.

Front Desk Coverage
Answers incoming telephone calls promptly and courteously. Greet customers, furnishing answers within the scope of knowledge or routing/referring the call to appropriate location. Rotates with other Associate Registrar I.
Ensures that forms received contain all appropriate required information.
Processes registrations, adds/drops.
Schedules appointments for Registrar and Associate Registrar.

Additional Responsibilities
Receives, reviews and responds to any email that is sent to the Registrar's Office email in absence of other Registrar Associate I.
Prepares Dean's List and prints certificates.
Determine who needs a Math or English hold and assigns the hold.
Determine which holds can be removed from student record.
Serves as resource person to all OLLU campuses.
Interacts with faculty and student's advisor in answering questions and solving problems.
Interacts with advisors and departments to update individual degree plans.
Responsible for imaging of documents related to position.
Included in staff rotation to service front counter in evenings and weekends.
Assists in commencement and registration activities.
Performs other duties as assigned by the Associate Registrar and Registrar.
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Job Requirements: *
Education and Experience
At least 30-60 college hours, strongly preferred.
Minimum of one-year relevant experience in a university or college student services office setting, required.
Experience in acknowledging policies and standard practices that deal with sensitive and/or confidential information.
High volume data entry experience, strongly preferred.
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Additional Information: *
Performs other duties as assigned by the Associate Registrar and Registrar.
Knowledge, Skills and Abilities
Excellent communication and interpersonal skills.
Excellent problem-solving skills.
Data entry experience with knowledge of word processing and spreadsheets.
Ability to work independently, managing multiple tasks concurrently and accurately; attention to detail.
Ability to explain Degree Audits to students.
Ability to work with a diverse population and maintain professionalism while dealing with sensitive and confidential information.
Ability to work evenings and weekends.
Ability to sit or stand for extended periods of time.
Proficient Keyboarding skills with high accuracy.
Sufficient mobility to retrieve material from storage area; ability to perform light to moderate lifting of boxes, supplies and files; able to work extended periods of time at a computer terminal.
Vision and dexterity within normal range of an office environment.

Job Type: Full-time