Operations Specialist

Job Details:

Job Location:

FL
- Main Campus
- Lakeland, FL 33801, Position Type:
Full Time, Education Level: High School/GED,

Travel Percentage :
Negligible, Job Category:
Admin
- Clerical, JOB SUMMARY

This role supports the full student academic lifecycle by maintaining records, managing course scheduling, and processing degree conferrals and verifications. It requires strong attention to detail, communication skills, and experience in data systems like Jenzabar, Modern Campus, Coursedog, and App Xtender. Prior experience in higher education and a personal faith commitment aligned with a Christian university are preferred.

Reports to:

Registrar Operations Manager

Supervisory Responsibility: N/A

Indirect Supervisory Responsibility:
Student Workers, Graduate Assistants

• Maintain Academic Records
• Admission to Registration (ad2re) Process and Review
• Closing Student Records (defers/declines/cancellations)
• Archive Record Management
• Liaison with assigned colleges/departments
• Maintain University Catalog
• -Programs & Courses
• -College & Department Information
• Course Scheduling:
  Traditional & Online, all divisions
• Degree Conferral, all divisions
• Enrollment/Degree Verification processing
• Federal Reporting*
• Enrollment Reporting, including processing errors, SSCR, and enrollment confirmation
• Graduation Reporting, including errors, and degree conferral
• Test Score Entry
• Place Diploma Orders
• Graduation Fee & Held Diploma Review
• Major/Minor Form Processing
• Grade Change Processing
• Maintain Jenzabar, Acalog, and App Xtender database tables
• Emails, ad2re & course scheduling

All remaining duties are considered "nonessential" within the context of the ADA, which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position. Alternatively, the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.

Lakeland Main Campus

Required

Education:

High School/GED

Preferred Education:

Bachelor's in business, education or other related field.

N/A

Required:

• A minimum of two years of experience in academic records, registrar’s office, higher education administration, or similar experience working with spreadsheets (Google Sheets and Excel) for data management and reporting.
• Demonstrated ability to manage multiple tasks with strong attention to detail

Preferred:

• Previous employment experience in higher education
• Experience working in Jenzabar EX Registration Module
• Experience working with Rules-Based Updates and Infomaker
• Knowledge of Southwestern University degree programs, part-time/full-time enrollment status, student divisions, and student record management

Required:

• Strong attention to detail – Ability to manage and maintain accurate academic records and process complex data with minimal errors.
• Proficiency in Microsoft Excel and Google Sheets – Comfortable using formulas, sorting/filtering data, and managing spreadsheets.
• Excellent communication skills – Clear and professional written and verbal communication, including emails and interdepartmental correspondence.
• Organizational skills – Ability to prioritize tasks, manage time effectively, and meet deadlines.
• Confidentiality and integrity – Able to handle sensitive student data in accordance with FERPA and institutional policies.
• Technical aptitude – Comfortable learning and using various software platforms such as Jenzabar, Coursedog, and App Xtender.
• Interpersonal skills – Ability to build positive working relationships with faculty, staff, and students.
• Adaptability –…