POSITION VACANCY

 

POSITION:                                        Assistant Registrar

 

CLASSIFICATION:                          Exempt                                   

 

DEPARTMENT:                                Registrar’s Office

 

POSITION REPORTS TO:               Registrar

 

JOB FUNCTION:  

 

The successful candidate will assist the Registrar and the Registrar’s Office staff in all aspects of data retrieval and analysis to support the mission of the Registrar’s Office.    A strong background in information technology is required as well as experience in SQL report writing and classroom scheduling software.  Previous experience with the Datatel Colleague system is desirable.  Knowledge of college policies as well as common practices of a Registrar’s Office are needed as related to course scheduling, course registration, grading, and graduation. Additionally, this position is responsible for maintenance of student and alumni academic records, data retrieval for faculty and the reporting of Veteran’s Benefits data and current student data to the National Student Clearinghouse.

 

 

ESSENTIAL ELEMENTS:

 

  1. Knowledge of the Datatel file structure and data fields utilizing the DROA/CROA data retrieval and reporting software.  Generates reports for Department Chairpersons, Business Office, Information Technology, the McGowan Business School, Honor Societies, Academic Advisement, Career Planning and individual Faculty members.

 

  1. Veteran’s Affairs Benefits Coordinator:  Requires a thorough understanding of the POST 9/11 GI Bill and reporting process instituted by the Veterans Administration [VA].   Counsels students who are eligible for the Veteran’s Benefits program with respect to the application process and their specific benefits.  Review each VA recipient’s records every thirty (30) days, per VA regulation, and electronically report any changes to clock hours, tuition and fees, or punitive grades for any benefit recipient.  Accurate reporting to the VA requires significant interaction with the Director of Financial Aid, the Director of Student Accounts and the Bursar. 

 

  1. National Student Clearinghouse (NSC) Liaison: 

 

a)                  Coordinates the electronic submission of student enrollment files every forty-five

(45) days to the NSC.  This information is utilized by the NSC for student enrollment verification purposes related to student loan deferment.  Responsible for researching and correction of data errors generated in the electronic transmission process of the student enrollment files.

 

b)                  Transmits academic credential record files to the NSC in May, August and

December updating the NSC database with information on recent graduates.

 

c)                  Degree Verification data submission to the NSC as requested by the NSC for

former students or alums who may not exist currently in their database.

 

 

  1. Advises students in the areas of course registration, degree requirements and graduation requirements.

 

  1. Assists with all aspects of Commencement including downloading initial graduation data from Datatel Colleague creating the initial commencement program and stage list, as  well as running the Academic Rank and Graduation processors within Datatel.  Must be present on the weekends of the August and May Commencement Ceremonies.

 

  1. Weekly transmittal, FPT files to Barnes & Noble regarding class enrollments for text book order purposes.

 

  1. Applies Degree Audit course substitutions in Datatel against student records and changes to original degree requirements.

 

  1. Create Grade Distribution reports for faculty members appearing before the tenure committee or applying for a promotion.

 

  1. Provides technical support to multiple offices (Business Office, IITS, Institutional Research, etc.) with respect to Datatel and/or DROA/CROA questions or concerns.

 

  1. Creates savedlists for the Business Office, Athletics, Financial Aid, Institutional Advancement and Human Resources.

 

  1. Print mid-term grades and transcripts for Academic Advisement.

 

  1. Assist with master schedule data entry.

 

  1. Process Freshmen registration as well as Drop/Add forms for returning students.

 

  1. Coordination with student aides to keep student folders updated.

 

 

NONESSENTIAL ELEMENTS:

1.      Assist with general office activities.

2.      Performs other duties as assigned.

 

 

 

 

 

QUALIFICATIONS: Strong analytical, organizational and problem solving skills.  Experience with database file structures, SQL writing, data retrieval and classroom scheduling software. Familiarity with the Ellucian Datatel Colleague system and the DROA/CROA Colleague Reporting tool or other SQL software tools is beneficial. Computer proficiency in MS Office software (Word, Excel, Outlook and Access) is essential in order to support the expectations and the responsibilities of this position.   Self-motived individual who values being part of a team, has effective communication skills, works well in a service-oriented setting and who possess a healthy sense of humor.  Bachelor’s Degree required, Master’s Degree preferred but not necessary.

 

 

WORKING CONDITIONS:

 

Typical office working conditions.  Occasional weekends will be required as related to commencement and the start of academic semesters.

 

 

 

Asst.Reg/RegOff./3.17

 

 

Interested applicants should complete a resume and cover letter and email it to hrjobs@kings.edu.