Registrar Specialist

Registrar Specialist

Bethune-Cookman University

Reporting Structure: Reports to the Registrar

Division: Academic Affairs

Job Summary: The Registrar Specialist 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 Registrar Specialist will perform functions that impact enrollment, registration, graduation, records integrity, academic scheduling, reporting and the highest level of customer service. 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 when needed, provide support documentation and provide general office assistance in support of the office.

Assignments require handling of multiple work priorities and accountability for one’s own work results. In addition, the incumbent is expected to provide accurate, timely, and personalized service to all stakeholders, representing the Registrar’s Office. The successful applicant will be forward thinking, student-centered, solution-oriented and committed to providing 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 administrative processes of creation, editing, proofing and publishing of the schedule of classes.
• Enter, 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, ensuring space utilization and faculty classroom assignments are consistent with faculty requests and efficient resources for 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, 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 changes to assigned grades, academic forgiveness grade changes, name change requests, 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 and documents; identify suspected fraudulent documents and report to the Senior Associate Registrar & University Registrar.
• Compose and/or complete routine correspondence to students, agencies, other institutions, and other stakeholders concerning requests for information by mail, fax, email or upload.
• Provide exemplary customer service via telephone, email, virtual, video, remote and in-person inquiries; investigate, troubleshoot, and resolve issues presented by 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 applying academic policy and procedures related to students’ records and enrollment.
• Assist with high-quality customer service front counter and back-office operation that meet the needs of prospective and matriculated students.
• Provide accurate, timely, and personalized service to…