Coordinator of the Dean of Studies and Registrars Offices

Job Description

Position Overview

The Coordinator of the Dean of Studies and Registrar’s Offices facilitates the smooth operation of two key offices, providing essential administrative and customer service support to students, faculty, and staff. This role involves managing multiple communication channels, coordinating schedules and academic due dates/deadlines, and ensuring the accuracy and confidentiality of student records. The Coordinator plays a crucial role in student services, working closely with other academic offices and external partners to deliver a seamless student experience.

Essential Duties Summary

Essential Functions

• Manage the Registrar’s and Dean of Studies’ email accounts, ensuring timely responses and auto-replies during breaks.
• Handle multi-line phone systems, assisting walk-in students and faculty with inquiries and service requests.
• Coordinate and process transcript requests, degree verifications, and change of status forms to maintain accurate student records.
• Develop and maintain various web forms such as change of status, directed study request, enrollment verification request, mid-semester report, incomplete request, etc.
• Write and issue various enrollment verification letters for scholarships, insurance/medical purposes, and employment.
• Oversee submission and processing of mid-semester reports and academic standing letters to students.
• Hire, supervise, train, and evaluate graduate assistants in the Dean of Studies Office, providing guidance and scheduling support.
• Coordinate the collection, review, and approval process for directed study and incomplete grade requests.
• Manage diploma orders for May commencement, August and December graduation, and reorders including proofreading and distribution.
• Maintain office organization, including mail distribution, supply inventory, and budget tracking for academic file requests.
  
  

Additional Responsibilities

• Ensure compliance with FERPA and maintain the highest level of confidentiality in all interactions.
• Collaborate with Career Services, Health & Wellness, Graduate Studies, and Student Accounts to address student needs.
• Provide backup support to the Associate Registrar for supervising graduate assistants as needed.
• Assist with data entry and reporting tasks to support the Registrar and Dean of Studies.
• Participate in various projects and initiatives led by senior academic administrators.
• Other duties as assigned by supervisor.
  
  

Required Qualifications

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• A minimum of 3 years administrative experience in an academic or nonprofit setting.
• Strong technical skills such as web form creation, Outlook calendar and task utilization, student information systems, etc.
• Proficiency with Microsoft Office Suite and Adobe Suite Familiarity with document management software, preferably Slate.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks.
• Excellent verbal and written communication skills, with a focus on customer service.
• Experience handling confidential information.
  
  

Physical And Cognitive Requirements

• Primarily sedentary, involving extended periods of sitting and significant computer use.
• Frequent verbal and written communication required.
• Strong analytical-thinking and problem-solving skills.
• Capacity to organize and synthesize detailed information.
• Occasional walking/standing required.
  
  

Preferred Qualifications

Preferred Qualifications

• Experience supervising or mentoring student employees.
• Familiarity with higher education policies and academic processes.
• Commitment to promoting diversity, equity, and inclusion in student services.
• Understanding of FERPA and other relevant confidentiality regulations.
  
  

Posting Number: S00451P

Open Date

Close Date:

Open Until Filled: Yes

Salary: $45K - $55K

Special Instructions to Applicants

To apply, visit https://slc.peopleadmin.com/postings/2536

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