Registrar Specialist

OUR UNIVERSITY

Ottawa University (established in 1865), one of the oldest private liberal arts universities in the United States, is a multi-campus system serving approximately 4000 students through its campuses in Kansas (Ottawa, Kansas- Residential Campus and Overland Park, Kansas- Adult Programs); Arizona (Surprise Residential Campus and OUAZ Adult Programs); Wisconsin (Brookfield Adult Programs); and our OU ONLINE PROGRAM based out of Overland Park, Kansas.

Ottawa University is a regionally accredited, church-related, private university that strives to integrate faith, learning, and life in the academic experiences of students.

JOB SUMMARY

Responsible for providing support to the University Registrar’s department. Position has primary responsibility for key unit functions related to academic records and provides daily support to the university-wide department and service center as needed.

ESSENTIAL FUNCTIONS OF THE JOB (provide list of items which are essential to effective outcomes in this role):

• Perform departmental operations as assigned. This may include but is not limited to: Schedule building, degree audit creation and maintenance, degree plan review, conferral auditing, transfer credit evaluation and entry, transcript request processing, athletic eligibility, veteran’s certification, enrollment reporting, articulation and transfer agreement review, faculty credential evaluation and entry, tracking of attendance, missing grades, and missing transcripts, placement of applicable registrar-related holds, assistance with probation reporting, student record changes, reverse transfer monitoring, submission of diploma lists, and commencement supply ordering and inventory.
• Provide timely, service oriented, and effective assistance to students. Make student service and needs a priority. Effectively communicate with students and other staff members as a part of daily responsibilities in order to assure a positive student experience.
• Preserve the integrity of student information and bring potential irregularities to the attention of the University Registrar. Maintain accurate and thorough active and archived student academic records.
• Interface with others via telephone, computer and in person. Maintain effective working relationships and understand the job responsibilities and obligations of those with whom you work. Support the work of other staff members and create a sense of “team” within the Unit.
• Cross-train with staff members as appropriate to provide backup to the responsibilities of others as needed. Performs other various tasks as assigned by the University Registrar.
• Provide leadership within the unit by exemplifying appropriate standards of conduct, attitude and professionalism. Recommend necessary departmental policies changes as appropriate.
• Other duties as assigned

STANDARD UNIVERSITY EXPECTATIONS:

• Model and encourage collaboration among University departments assuring effective communication and operations.
• Understand the University’s policies and, procedures, and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the University’s Code of Conduct and Ethics.
• Provide leadership through conduct, attitude, and professionalism. Represent the University to students, external groups, faculty, and staff in a way that reflects positively on the University.
• Be mindful and supportive of the overall Mission of Ottawa University.
• Exercise Inclusivity in your daily actions accruing alignment within expectations of the University’s Diversity Statement.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race, age, sex, color, religion, disability, national origin, sexual orientation, genetic information, or any other characteristic protected by law.

REQUIRED EDUCATION: (education based on essential job duties and requirements consistent with business necessity):
Associate's degree; Bachelor's degree preferred

REQUIRED EXPERIENCE: (experience based on requirements in role and are consistent with business necessity)
2-3 years general administrative work experience required.

ADDITIONAL ELIGIBILITY REQUIREMENTS: List required and/or preferred certification, industry specific requirements, required or preferred use of equipment, and all necessary job skills, abilities, and knowledge competencies) Provide a list of items below:

• Excellent verbal and written communication skills.
• Work independently, with limited supervision; work cooperatively, providing leadership to others.
• Attention to detail, accuracy, and consistency.
• Above average office, spreadsheet and database management computer experience.

WORKING CONDITIONS (Physical attributes required to perform job duties with or without reasonable accommodation - examples: sitting, lifting #, bending, driving, environmental factors or elements, noise level, stairs in a building, or other factors that will affect working conditions). Provide a list of items below:

• Prolonged periods of sitting. Must be able to lift 5-15 pounds at a time. Office building requires daily use of stairs. This position may require evening and weekend activities for certain events and meetings and periodic long hours depending upon business cycle and priorities.

TRAVEL REQUIREMENTS: No - Travel Required

• If YES, list type and approximate percentage: None
• Responsible for driving students and University vehicles as part of job duties (YES/NO):