3535 Registration and Records Assistant WP

POSITION IDENTIFICATION

TITLE Registration and Records Assistant WP

CLASSIFICATION NUMBER 3535

GRADE 13

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Registrar, West Plains

MAJOR ADMINISTRATOR Dean of Student Services

GENERAL FUNCTION

The Registration and Records Assistant processes various registration transactions, maintains the accuracy of academic records for current and former students, produces transcripts, evaluates students’ eligibility for graduation, and prepares diplomas.  The Registration and Records Assistant interprets charges to students, verifies the accuracy of charges, and makes corrections to charges, if necessary.  The Registration and Records Assistant resolves student registration issues, processes changes due to appeals and grade changes, verifies GPAs to assure accuracy of the electronic student information system calculation, and generates and evaluates degree check reports.  The Registration & Records Assistant ensures compliance with established University policies and guidelines and exercises independent judgment in the absence of established procedures and discretion in the dissemination of information.  The Registration & Records Assistant maintains a computerized student information system for registration and management of records, manages paper filing systems,  inputs data, prepares forms, correspondence, and related documents, and utilizes word processing/personal computer equipment to input, revise, store, and retrieve such documents.  The Registration & Records Assistant is responsible for creating and maintaining the Registration & Records Procedures Manual and representing the Registrar in his/her absence.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent is required; forty-eight or more hours of college credit is preferred.

Experience: Four years of office clerical experience is required. Specialized training or education beyond high school which includes knowledge of general office procedures and the skills required for the position may be substituted for two of the four years of required work experience.  Two or more years of experience within a college or university records/registration office are preferred.

Skills: Keyboarding ability is required.  A working knowledge of computers and a functional knowledge of word processing, spreadsheets, data entry, and database management is required.  Strong written and verbal communication skills, the ability to operate electronic, photocopier or other standard office machines, maintain complex filing systems and records, and make arithmetic calculations and reconcile records are required. Supervisory skills and the ability to train and review the work of others are required.  Knowledge or working experience with an integrated student information system is preferred.

Effort: Clerical positions are primarily sedentary. Clerical positions require keyboarding, which may be extensive at times, on a daily basis.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.  Ensures delivery of efficient and effective registration, change of schedule, and withdrawal services to students by performing all registration functions, reviewing prerequisite requirements, checking repeats, verifying assessment of course fees, lab fees, and additional student fees, and processing class cancellations and prerequisite drops.

2. Provides registration services and support to all campuses, including China and Springfield, by processing registrations, drops, withdrawals, assisting with on-site extended registrations, and communicating information and policies to extended campus students with an emphasis on problem resolution.

3. Assists in the daily operation of the Registration & Records Office by contributing to the development of procedures for the accurate and efficient maintenance of student records, updating addresses, phone numbers, name changes, major or degree changes, and emergency contact information in a computerized student information system.

4.  Maintains accurate academic records which are in compliance with University policies by processing each semester’s grading cycle, grade changes, course appeals, course waivers, graduation appeals and academic renewals, recalculating GPA’s, verifying the computerized conversion of academic information, and providing transcripts and enrollment verification to students, institutions or companies in a timely manner as requested.

5.  Provides information and support to students by reviewing student academic history, evaluating eligibility for graduation, communicating graduation degree requirements and/or deficiencies to students, recommending solutions to meet graduation requirements, compiling the final commencement list of students meeting graduation requirements, ordering diplomas, and assisting in Missouri State University-West Plains commencement exercises.

6.  Supports the department and students by greeting students, faculty, employees, and visitors, directing them to the appropriate offices or persons, providing phone assistance to students registering online, as well as responding to routine inquiries, taking messages, routing calls, and printing schedules. 

7. Performs records management of a complex filing system by receiving, sorting and distributing office files and documents for filing in an established alphabetical, chronological, and/or numerical filing system, creating files and records as necessary, updating files and records through purging and preparing new files or records, and retrieving files and documents as needed.

8.  Provides required or requested information and/or data for reports or records by researching departmental files and electronic records, retrieving data from a computerized student information system, running computerized reports, compiling and/or tabulating statistics, and presenting the information in a useable and understandable format.

9.  Ensures that standard documents and forms (e.g., registration form, change of schedule form, change of student information form, grade change authorization, assignment of “I” grade) are completed properly by the originator (e.g., student, faculty, staff) by reviewing those and similar documents for accuracy and completeness, and returning incomplete/inaccurate documents for correction or assisting the originator in completing such forms.

10. Safeguards the confidentiality of departmental or office administration by being knowledgeable of University and/or departmental policies regarding confidential materials and information and exercising discretion when handling confidential items or providing information to University employees, students, or the public.

11. Prepares and directs written communication to students as necessary (e.g., student intervention letters, enrollment discrepancy letters, graduation requirements) and processes incoming and outgoing departmental mail.

12.  Communicates with office staff regarding daily activities, office procedures, and cross-training of tasks and trains and supervises student workers and part-time staff.

13.  Contributes to the overall success of the Registration & Records Office by performing all other duties as assigned.

SUPERVISION

The Registration and Records Assistant is supervised by the Registrar and supervises student workers and part-time employees.

OFFICE OF HUMAN RESOURCES

REVISED SEPTEMBER 2014

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.

Factor 3: Responsibility for the Work of Others

Level 4 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.

Factor 6: Work Impact

Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.