Address- Job Title: Lead Transcript Processor & Certification Coordinator
- Reporting Structure: Registrar
- Division: Academic Affairs
- As a member of the Registrar's Office team, the Lead Transcript Processor & Certification Coordinator will process and troubleshoot all transcript requests, monitor Federal Financial Aid, Military and VA Enrollment compliance, administer compliance-related procedures and initiatives, and report results, while assisting students, faculty, staff and external constituencies with the highest level of customer service.
- The incumbent will also be responsible for coordinating, managing, supervising and overseeing the certification requirements of the registrar's office.
- This person will work through practical and visionary actions to provide relevant resources and information to students that promote student confidence and pride while upholding the academic integrity of the university.
- This position will serve as the lead transcript processer and records keeper; processing both paper and electronic requests through the National Student Clearinghouse.
- In addition, this individual will maintain academic records, which includes maintaining student permanent files, overseeing proper disposal of student records and preparing and merging files from the Admission's Office at the start of each semester.
- As the VA Certifying Official, this position will have the primary responsibility for certifying military and veteran enrollment at the educational institution.
- The incumbent will keep appropriate parties informed of student and institutional eligibility, report student enrollment changes, monitor student progress, eligibility, VA updates and changes and work with other University offices that partner to effectively serve this student population in relation to military and VA benefits and certification.
- The VA Certifying Official will offer an elevated level of customer service, including assisting students in applying for military/veteran education benefits, helping active military, veterans and dependents fill out and send in applications, assisting students resolve payment problems, internally and through VA channels designated for school officials, disseminating and/or posting information on VA education benefits, programs, and contact points.
- Utilizing the Jenzabar student information system and other software and applications in accord with state and federal (FERPA) privacy regulations, SACSCOC and other accreditation and industry standards, including AACRAO, SACRAO, FACRAO, NCAA guidelines, policies and rules
- Maintaining computerized student files and credentials; running queries; verifying updates, and correcting student records; preparing and preserving materials for records retention.
- Assisting the Registrar with project management and assessment of efficiency and effectiveness.
- Maintaining effective and positive working relationships within and outside the work group, including Registrar's Office, Athletics, Admissions, Academic Affairs and Enrollment Management.
- Assisting with mail processing.
- Perform the day-to-day operations of academic record maintenance by knowing, interpreting, applying, and communicating academic policy and procedures related to students' records and enrollment.
- Assist with high quality customer service front counter and back office operation that meet the needs of prospective and matriculated students and athletes.
- Provide accurate, timely, and personalized service to all stakeholders, representing the Registrar's Office, which involves interaction with all levels inside and outside the university, including dealing with sensitive and confidential information.
- Cross-train within unit to fulfill office duties and ensure efficient operations; answer the telephone and respond to email inquiries; print, mail, fax and scan documents, maintain filing, create, and/or update documents.
- Participate in and complete professional development activities, work-related trainings and workshops, including attending state-wide meetings of registrar and athletic compliance administrators.
- Assist with the coordination of commencement and conferral activities and participate in graduation ceremony.
- Be flexible in dealing with changes in policies, procedures, organizational structure, and issues, forward thinking, student-centered, and solution-oriented.
- Other duties as assigned.
- Strong analytical skills with demonstrated ability to analyze system programs and propose solutions, think critically and creatively.
- Demonstrated excellent attention to detail and accuracy, high level of professionalism and initiative, dependable and motivated to succeed.
- Sound problem-solving skills, flexibility and the ability to manage ambiguity and uncertainty, using knowledge and logic to resolve issues and respond to complex requests.
- Ability to plan and adapt to change.
- Demonstrated ability to coordinate workflow, carry out assignments without detailed instructions, train staff on relevant policies and procedures, and establish quality control guidelines.
- Strong organizational and time management skills with the ability to simultaneously manage multiple projects in a fast-paced environment while consistently meeting deadlines, working well under pressure.
- Ability to work independently and as part of a team responsible for the maintenance and accuracy of student academic information and permanent records.
- Demonstrated experience working successfully with and interacting with all levels of personnel and diverse populations with a positive attitude, demonstrating tact and sensitivity when dealing with difficult issues and/or diverse organizations.
- Comprehensive understanding of federal (FERPA) privacy regulations and enforcement procedures with the ability to handle and abide by strict confidentiality requirements as directed by FERPA, university and departmental policies, with discretion.
- Ability to effectively comprehend, interpret and communicate university, academic, NCAA and registrar policies, procedures and regulations.
- Ethical, fair and professional in all interactions, consistent in one's actions, while pursuing the highest degree of integrity in interacting with all constituents.
- Must always be professional in conduct and adhere to all university, NCAA, SWAC and departmental rules and regulations.
- Strong ability to work and collaborate effectively with supervisors, subordinates, peers, faculty, administrators and staff across University divisions and departments, particularly, financial aid, academic advising, student accounts and athletics.
- Demonstrated commitment to providing exemplary customer service to students, faculty, staff, administrators and other University stakeholders on and off campus.
- Ability to interact with all levels of personnel and diverse populations and demonstrate tact and sensitivity when dealing with difficult issues and/or diverse organizations.
- Excellent oral, written and virtual communication skills
- Ability to follow all university policies, procedures, and guidelines including, but not limited to safety, civility, information security, and non-discrimination policies and procedures.
- Ability to contribute to a positive university experience for each student, and assist in achieving the university's mission.
- Education: Bachelor's degree preferred
- Minimum one to three (1-3) years of related work experience with student records in a higher education/registrar's office with demonstrated ability to effectively maintain and analyze detailed records.
- Minimum three (3) years of experience in a customer service environment
- Preference given to those with direct experience working with Jenzabar, National Student Clearinghouse and VA certification.
- Strong technical (power user) computer skills proficiency and accuracy, compiling data, preparing and running reports, using spreadsheets software, databases, video-conferencing software.
- student information systems (preferably Jenzabar), VOnce, National Student Clearinghouse Reporting, file scanning software, reporting writing tools and desktop applications for student record keeping, compliance and maintenance.
- Experience researching, interpreting, applying and explaining academic information, university policies and procedures demonstrating a considerable knowledge of transfer credit evaluations, issues and graduation requirements with the ability to determine applicable rules and regulations.
- Knowledge of SACSCOC, state and other accreditation and industry standards, including AACRAO, SACRAO, FACRAO, NCAA guidelines, policies and rules.
- Strong interpersonal, teamwork, and oral, written and virtual communication skills including public presentation skills.
- This is a 100% oncampus position.
- Some evening availability and (during peak enrollment periods and for special events) weekend availability is required.
- Must be flexible to meet special scheduling needs of the University.
- Work is performed in a standard office or similar environment.
- Subject to standing, walking, sitting, bending, reaching, pushing, and pulling.
- Occasional lifting of objects up to 10 pounds.
- The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation.
- Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.
- The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university
