What are the responsibilities and job description for the Registration Services Specialist position at VTSU?
REGISTRATION SERVICES SPECIALIST
GRADE 10 BARGAINING UNIT: VSC Staff Federation FLSA: Non-Exempt
BASIC FUNCTION
To assist with all facets of managing central student records and other Registrar's Office
functions, with primary responsibility for daily office management. Assist with transfer
evaluations and course scheduling.
ESSENTIAL DUTIES & RESPONSIBILITIES
• Manage daily Registrar's Office operations.
• Implement pre-registration and registration procedures, ensuring that students are registered in a timely and accurate manner and that registration information is distributed to various University offices as required.
• Supervise/assist with course scheduling, classroom assignments and final term schedule production.
• Supervise/assist with the maintenance of student records, including official University records, active files on graduates, inactive files on separated students, and so forth. Ensure compliance with all applicable internal and external policies and regulations.
• Fill information requests and answer a wide range of questions related to student records and files from students, faculty, staff, and administrators. Interpret standard policies and investigate and resolve problems, referring unusual situations to the Senior Associate Registrar.
• Supervise/assist with the updating and correction of computerized student records; work with data processing staff in investigating and resolving various day-to-day problems related to computerized record systems.
• Coordinate, supervise or carry out the compiling of data and preparation of reports from files and computerized records.
• Oversee the issuance of official grade reports to students and disseminate them to faculty and staff, as necessary.
• Supervise and coordinate degree audits and the preparation of diplomas for graduating students.
• Supervise/assist with the furnishing of official transcripts and related information to authorized persons.
• Assist with the evaluation of transfer credits for incoming students, including initial
evaluation at time of acceptance and final reevaluation and records updating and processing at time of registration. Inform and advise current or prospective transfer students regarding transfer credit guidelines and procedures.
• Confer frequently with supervisor, other administrative offices/staff, faculty, students, and parents to plan, coordinate, and evaluate activities/policies/systems, exchange information, explain and interpret policies and procedures, and investigate and resolve problems.
• Serve on University committees as requested.
• Represent the Registrar's Office at various University functions.
• Keep abreast of current developments in the field.
SUPERVISION RECEIVED
General supervision is received from the University Registrar and direct supervision is received from the Associate Registrar.
MINIMUM QUALIFICATIONS
A Bachelor’s degree in an appropriate discipline, plus two years of relevant records administration experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
PREFERRED QUALIFICATIONS
Previous Registrar's Office experience desirable.
KNOWLEDGE, SKILLS, & ABILITIES
Knowledge:
• Familiarity with higher education organizational structures and academic policies.
• Knowledge of records administration and report preparation.
• Understanding of the psychological and cultural characteristics of economically and educationally disadvantaged students, particularly in a rural setting, in the context of supporting transferring credits.
Skills:
• Demonstrated customer service skills.
• Strong skills in administering complex record systems, including some experience with computerized information systems.
• Good organizational, administrative, and supervisory skills.
• Proficient reading, math, and analytical skills.
• Excellent interpersonal and oral and written communication skills.
Abilities:
• Ability to deal effectively with a wide variety of individuals within and outside of the University.
• Demonstrated ability to work in a fast-paced environment and adapt to changing work processes.
• Demonstrated ability to support a diverse community and promote diverse perspectives and cultures in an inclusive environment.
Location: VTSU LyndonCampus
This general outline illustrates the type of work which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification.
We encourage applicants with a demonstrated interest in building and supporting an inclusive, equitable, and diverse community at VSC.
Benefits Package
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Retirement Plan
- Tuition Waiver to Vermont State Colleges
- Tuition Waiver to UVM* for dependent children
- Employee Assistance Program
- Long Term Disability
- 14 Paid Holidays
- Medical, Personal, and Vacation Leave
Vermont State University is a part of the Vermont State Colleges System (VSCS). VSCS values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. VSCS strongly encourages applications from historically marginalized and underrepresented populations. VSCS is an equal opportunity employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant. Please contact our HR office for assistance with accommodations at humanresources@vermontstate.edu.
NOTE: This job could be subject to a criminal background check. Any offer of employment may be contingent upon the satisfactory results of this check.
