Registrar’s Office Generalist

Registrar’s Office Generalist

Reporting Structure: Reports to the Registrar

Division: Academic Affairs

Job Summary: The Registrar’s Office Generalist performs varied customer service, administrative, technical and analytical duties requiring knowledge of institutional policies, procedures and practices in support of the Registrar’s Office. The incumbent is expected to use independent judgement to make decisions, interpret and apply department, division, campus and system-wide policies and procedures, perform research, provide documentation and support general office functions. The role requires handling multiple work priorities and accountability for own work results while providing accurate, timely, personalised service to all stakeholders and representing the Registrar’s Office.

The successful applicant will be student‑centered, solution‑oriented and committed to exemplary customer service, with the ability to research, learn, comprehend and interpret university and registrar policies, procedures and academic regulations.

• Work with academic departments and divisions to gather and organize course schedule building offerings, coordinate the administrative processes of creation, editing, proofing and publishing of the schedule of classes.
• Enter (input), edit, update and process changes to the course schedule in the Student Information System (Jenzabar).
• Navigate and maintain the room assignment scheduling software, assign rooms for the courses offered each term, while ensuring academic space utilisation and faculty classroom assignments are consistent with faculty requests for space and contain efficient resources for course delivery.
• Work with Academics to determine active and inactive courses, set minimum and maximum caps at course catalog level, determine course offering cycle: fall only, fall and spring, etc.
• Assist former students who are considering returning to the university, evaluating eligibility to return based on university policies, procedures and requirements and process readmissions applications.
• Manage the change of major/minor system, workflows and processes in an accurate and timely manner, using discretion when evaluating submitted requests.
• Process departmental purchase orders and requisitions.
• Assist in the administration and implementation of the Office of Registrar programs and projects.
• Evaluate eligibility based on university policies, procedures and federal requirements, and ensure the accuracy and integrity of academic records including but not limited to: changes to assigned grades, academic forgiveness grade changes, name change requests and processing course & overload waivers.
• Monitor and reconcile data discrepancies.
• Verify requests for dates of attendance and degrees awarded through the National Student Clearinghouse website; authenticate claims, documents; identify suspected fraudulent documents and report to the Senior Associate Registrar & University Registrar.
• Compose and complete routine correspondence to students, agencies, other institutions and stakeholders concerning requests for information by mail, fax, e‑mail or upload.
• Provide exemplary customer service via telephone, e‑mail, virtual, video, remote and in‑person inquiries; investigate, troubleshoot and resolve issues presented by a variety of constituents, including students, parents, university staff, other institutions and the public.
• Understand, abide by and provide guidance for Family Educational Rights to Privacy Act (FERPA) to parents, outside agencies, university students and employees.

• Perform day‑to‑day operations of academic record maintenance by knowing, interpreting, applying, and communicating academic policy and procedures related to students’ records and enrollment.
• Assist with high‑quality customer service front counter and back office operation that meets the needs of prospective and matriculated students.
• Provide accurate, timely, and personalised service to all stakeholders, representing the Registrar’s Office, which involves interaction with all levels inside and outside the university, including dealing with sensitive and confidential…