Registrar Program Specialist II

Overview

Employment in this role is conditional upon successful execution of the contract by the client.

The Work

The Registrar Program Specialist II is responsible for performing a wide variety of administrative duties including data entry in the client's official Student Training Management System (STMS) database.

This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Key Responsibilities

• Establishes and manages office procedures.
• Manages and maintains the office filing system to include retiring course files according to the Disposition Schedule.
• Monitors the Registrar mailbox: responds to student inquiries.
• Works closely to support courses .
• Employs applicable security standards and procedures.
• Coordinates administrative matters as appropriate between Registrar’s office, other administrative sections (budget, facilities support, travel), and programs.
• Develops an in-depth knowledge of all courses as they relate to the Registrar’s office.
• Drafts routine e-mails to staff and students.
• Develops thorough understanding of the official Student Training Management System (STMS) to include data entry and running management reports.
• Based on a thorough familiarity with the objectives of the Training Center and the Bureau works with the Registrar in coordinating student registrations for specific courses.
• Act independently to anticipate scheduling problems, develop solutions and apply solutions successfully without frequent reference to the Registrar. Use mature judgment and common sense in the negotiation of scheduling conflicts, resolutions and other disputes related to training enrollments.
• Builds courses from scratch to include entering the course in Catalog, Course Reference, and Section. This includes the yearly update of all course descriptions and data entry of new fiscal year course dates.
• Responsible for the daily registration of student courses and maintenance of appropriate records on student enrollment and certification of courses completed. Registration is done using an online registration program or paper enrollment forms.
• Responsible for explaining requirements and scheduling of courses through correspondence and other agency’s training officers and personnel from overseas posts to include processing tuition payments through the budget office. Ensures that third party contractors have their appropriate Contracting Officer approval before enrollment.
• Assists with reports concerning statistical information. Reports include but are not limited to number of students trained, variety of students trained, how many courses, etc. Continually updates the student database and is relied upon to consolidate a variety of information within database limitations. Prepares recurring reports and as requested.
• Meets with students if the need arises to rectify and solve enrollment issues when the student arrives. This includes, but is not limited to, obtaining information from the student, identifying the overt and underlying problem, providing training information and/or directing the student to the appropriate resource if necessary.
• Ensures that course rosters are returned, students ‘completed’ in the database and certificates issued to course managers in a timely manner.
• Backs up the Registrar Specialist I with thorough knowledge of building access controls, issuing visitor badges, logging in and obtaining signatures for express mail deliveries, assisting personnel in person, on phone and online on all areas of the Registrar’s office; and preparing student certificates. Also provide data entry backup for courses assigned to other Registrar staff.
• Responds to student inquiries regarding information on Employee Profiles.
• Instructs newly hired course coordinators with online applications.
• Acts independently to schedule all courses into the Room Reservation Schedule at the beginning of each fiscal year. Continues to work with course managers and coordinators throughout the year as room requirements change.
• Other duties as…