Operations Coordinator - Registrar

The University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas, just 25 minutes away from Kansas City. For over 100 years, the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills. USM serves about 1,400 students at its main campus in Leavenworth, its satellite location in Overland Park, as well as online.

POSITION SUMMARY:

The Registrar Operations Coordinator reports to the Registrar and performs data entry, verifies information, and handle routine requests for student records, transcripts, and related information. Provides routine advice and guidance to staff, students, and members of the general public regarding the registration process. Resolves routine customer service problems.

ESSENTIAL FUNCTIONS:

• Maintains the confidentiality and protection of student records, including, and especially in, the transmission of data within the normal scope of the above duties
• Maintains the Registrar inbox, forwarding tasks to the appropriate persons
• Provides accurate and timely data on requests for deferments, degree verification, and enrollment verifications
• Process requests for transcripts, student grade records, course descriptions, and other information in accordance with privacy laws and university policies
• Greets visitors in person or on the phone, providing customer service with advice and guidance regarding the registration process; may refer customers to appropriate staff
• Responds to inquiries by telephone or letter regarding academic standing, transcript problems, and unclear or irregular transcript requests
• Processes name changes and update other academic and demographic information.
• Processes course modifications to include adding/deleting courses and sections, updating instructor information, days/times/rooms/location
• Responsible for Admission to Registration pulls
• Maintains room reservations
• Maintains room schedule charts
• Processes Solomon Amendment requests
• Processes student FERPA updates
• Maintains official timeline and operations calendar
• Assists Registrar Office staff and Provost’s Office with convocation and commencement activities
• Orders office supplies and manages the department budget
• Responsible for course setup and registration associated with continuing education workshops
• Monitors incomplete grade assignments
• Processes personal information updates, which includes monitoring the need for Professional License Disclosures
• Sends out annual FERPA notifications
• Sends out mass emails regarding Academic Calendar deadlines
• Assists all Registrar’s Office staff with special projects and tasks as requested
• Performs other duties as assigned
  
  

REQUIREMENTS:

• Associate’s degree required
• One year of experience directly related to the duties and responsibilities identified (preferred)
• Attention to detail and accuracy
• Proficient in Microsoft Office products and willingness to learn other technology software and tools (student information system)
• Ability to complete routine paperwork
• Knowledge of the rules, regulations, and laws regarding student records
• Ability to maintain confidentiality of records and information
• Ability to communicate with and provide routine assistance to customers and university personnel
• Affinity with the overall mission of the University of Saint Mary

TO APPLY:
Submit a cover letter, resume and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.