Office of the Registrar Office Manager

About the position

Reporting to the University Registrar, this position has the responsibility to manage the staff and oversee workflow during critical times when duties overlap and require a common effort to successfully meet deadlines and will focus on providing direct services and coordinated communication to office constituents. As a liaison between university support offices, this position will coordinate efforts in key areas to assure that students receive timely and accurate information related to the enrollment process. Other analytical responsibilities will include maintaining National Student Clearinghouse student loan deferment system, Jenzabar student data file integrity maintenance, data reporting from the administrative system to other constituencies – both on and off campus, maintaining/upgrading registration processes, advancing student registration communication, web based product integration, web and MaloneXpress updates, document scanning & management, transfer credit posting, graduation event planning, computer systems integration to office duties and other office duties as assigned. Strong computer skills are an essential component of this position. Occasional evening and weekend work may be required.

Essential Duties, Tasks, and Responsibilities

1. Manage the office staff, providing direction when needed. Distribute projects and oversee workflow during critical times when staff duties overlap and require a common/team effort.
2. Train new office personnel in the functions associated with general office procedures along with specific tasks under their direction.
3. Work as a liaison with other support and academic offices across the campus to assist the Registrar in meeting institutional goals and meeting current and future student needs.
4. Provide the Registrar with feedback and evaluation of the office needs with regard to staff workload issues and required equipment upgrades. Maintain supplies and inventory as needed.
5. Maintain a professional and friendly work environment that is capable of functioning while under the periodic stresses associated with registration, grading, and graduation.
6. Report all student enrollment, deferment, graduation, and degree verification services through the National Student Loan Clearinghouse every thirty days.
7. Complete ad hoc reporting to the Clearinghouse weekly as required.
8. Verify student database information for transfer between the Admissions Module and the Registration Module. Update data and correct as needed. Complete missing data fields required for university reporting.
9. Computer Operations. Gain an in-depth knowledge of mainframe computer processes, operations, and functions for reporting data as requested. Manage technical report development for the university with regards to student data.
10. Coordinate the Digital Imaging of student records, including an understanding of how to operate the imaging computer system.
11. Registration and Grade processing during the academic year.
12. Participate in graduation ceremony planning and organization. Required attendance in all aspects of graduation: Rehearsal, Baccalaureate, and Commencement in both May and August.
13. Other duties as required during peak periods of registration and grading.

Knowledge, Skills and Abilities

The successful applicant must have the ability to work with students and colleagues in a high-energy environment where multi-tasking is required throughout the regular workday in an environment where the work is flexible and fluid. Leadership qualities and the ability to supervise personnel is an essential component to this position. The applicant should have a strong command of grammar and writing skills for use in proof reading and campus communication with great attention to detail. Critical thinking skills are required along with the understanding of academic policy and programs to assist students and faculty through details processes. Strong technical skills and the ability to work within a computer environment is a must as training will be required in the campus administrative system. Use of Microsoft Office products is required. (Systems training the following listed software)

Technically adept in training for use in the following systems:

Required training/use of the following Software and Information Systems:

• J1 – Jenzabar Administrative Database
• InfoMaker – Administrative/Technical Report system
• MaloneXpress – Web based J1 system access and management
• Microsoft Office
  • Use of Word
  • Special Emphasis in
    • Excel
    • Access
• OnBase – Hyland Software:
  • Database and Document Archival Software
  • Workflow Document Management
• Adobe Creative
  • Adobe Sign
  • Adobe Editor
  • Adobe Forms Creator
• AdAstra - Room Scheduling and Reservation System
• Web Editor – for maintenance of web site documents and information
• College Source
  • TES – Transfer Evaluation System use and update
  • Transferology – Transfer Student Web based evaluation and equivalency software
• Comma Delimited File creation/editor for external agency reporting