Operations Coordinator - Registrar

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The University of Saint Mary is conveniently located a short 30 minutes’ drive from Parkville, Shawnee, Basehor and Kansas City, Kansas. USM offers all full‑time employees Medical, Dental, Vision, University Paid Basic Life & AD&D, Short and Long‑Term Disability, along with a generous Tuition Remission for the employee, spouse, and dependents under the age of 24 years old.

The University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas, just 25 minutes away from Kansas City. For over 100 years, the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills.

USM serves about 1,400 students at its main campus in Leavenworth, its satellite location in Overland Park, as well as online.

The Operations Coordinator – Registrar performs data entry, handles routine requests, and provides excellent customer service to students, faculty, staff, and the general public. This is a part‑time, hourly position.

• Maintains the confidentiality and protection of student records
• Maintains the Registrar inbox, forwarding tasks to the appropriate individuals
• Provides accurate and timely data on requests for deferments, degree verification, and enrollment verifications
• Process requests for transcripts, student grade records, course descriptions, and other information in accordance with privacy laws and university policies
• Greets visitors in person or on the phone, providing customer service with advice and guidance regarding the registration process; may refer customers to appropriate staff
• Responds to inquiries by telephone or letter regarding academic standing, transcript problems, and unclear or irregular transcript requests
• Processes name changes and update other academic and demographic information.
• Processes course modifications to include adding/deleting courses and sections, updating instructor information, days/times/rooms/location
• Processes Solomon Amendment requests
• Processes student FERPA updates and sends out annual FERPA notifications
• Maintains official timeline and operations calendar and sends out mass emails regarding academic and university governance reminders and deadlines
• Maintains room reservations for classrooms – including room schedule charts, meeting rooms and university spaces
• Assists with convocation, commencement activities, and other university ceremonies and events as requested
• Orders office supplies as needed
• Manages the department budget
• Responsible for course setup and registration associated with continuing education workshops
• Monitors incomplete grade assignments
• Processes personal information updates, which includes monitoring the need for Professional License Disclosures
• Assists with special projects and tasks as requested
• Performs other duties as assigned

• Associate’s degree required
• Previous experience in a higher education setting, preferred
• Ability to function in a high‑paced environment handling large quantity of emails and phone calls
• Strong attention to detail and accuracy
• Excellent organizational skills, with the ability to prioritize tasks and meet deadlines
• Proficiency in using university information systems and standard office software (i.e. Microsoft Office, data management systems)
• Ability to communicate effectively and professional with a diverse population of faculty, staff and students
• Ability to complete routine paperwork
• Ability to maintain confidentiality of records and information
• Affinity with the overall mission of the University of Saint Mary

Submit a cover letter, resume and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.

Questions: email human resources at hr

Seniority level: Entry level

Employment type: Part‑time

Job function: Management and Manufacturing

Industries: Higher Education