Missouri State University

1217 Assistant Registrar and Coordinator of Veterans Services

POSITION IDENTIFICATION

TITLE Assistant Registrar and Coordinator of Veterans Services

CLASSIFICATION NUMBER 1217

GRADE 42

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Registrar

MAJOR ADMINISTRATOR Associate Vice President for Enrollment Management

GENERAL FUNCTION

The Assistant Registrar and Coordinator of Veterans Services is responsible for veterans’ services and assistance in the overall management of operations in the Office of the Registrar. The Assistant Registrar and Coordinator of Veterans Services provides accurate information to the Department of Veterans Affairs regarding certification of eligible persons for the Department of Veterans Affairs educational benefits, coordinates University functions related to veterans, confers with veterans and their dependents, and conducts an active outreach and recruitment program for veterans and publicizes services offered.  The Assistant Registrar and Coordinator of Veterans Services interprets and ensures adherence to federal laws that govern the Department of Veterans Affairs’ educational benefits, maintains approval of all educational programs through the Missouri State Approving Agency, assists with the evaluation of military transcripts, and coordinates federal and state Tuition Assistance programs and state and University benefit programs for veterans attending the University. The Assistant Registrar and Coordinator of Veterans Services assists in the management of the Office of the Registrar by supervising full and part-time employees, graduate assistants, and student employees, meeting Office of the Registrar data needs by producing and distributing reports generated through the use of query management tools,  coordinating special, cross-functional projects assigned to the Office of the Registrar, and ensuring information needs and customer needs are addressed in a prompt and professional manner.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required. A Master’s degree is preferred.

Experience: Two years of experience working in a college or university office is required; one year of supervisory work experience is required. Experience in managing projects and working with complex data systems is required.  Experience in a position with similar responsibilities is preferred.  Experience in assisting veterans in various issues within higher education, such as certification for educational benefits and working with the Department of Veterans Affairs and Tuition Assistance programs is preferred. Preference will be given to applicants who are veterans of the US armed forces.

Skills: Excellent management, leadership, interpersonal, customer service, project management, organizational, and verbal and written communication skills are required.  Management skills in the selection and supervision of employees are required.  The ability to manage details associated with the implementation of complex policies and procedures is required; effective decision-making skills are required.  The ability to learn and use query tools is required.  The ability to interpret and enforce U.S. Department of Veterans Affairs regulations and procedures is required.  The ability to communicate with people at all levels, officials at the Department of Veterans Affairs in Washington D.C., Department of Veterans Affairs, Regional Office in St. Louis, State Approving Agency in Jefferson City, University administrators, staff, veterans, and veterans’ dependents is required.  Knowledge of the Department of Veterans Affairs’ education programs and Family Educational Rights and Privacy Act (FERPA) is preferred. 

ESSENTIAL DUTIES AND RESPONSIBILTIES

1. Administers veterans’ programs and services at the University by understanding and ensuring compliance with the complex and restrictive systems of rules, regulations and laws which govern these programs.

2. Prevents institutional liability by complying with federal and state laws governing the administration of U.S. Department of Veterans Affairs educational programs and payment of U.S. Department of Veterans Affairs educational benefits and auditing veterans’ scholastic progress in accordance with federal regulations and state approving agency minimum requirements.

3. Ensures smooth and positive audit and compliance survey results conducted by officials from federal, state and other agencies by adhering to all laws which govern the Department of Veterans Affairs educational benefits.

4. Ensures that eligible and potential students are informed about their benefits, new and existing laws governing same, and veterans’ services available to them by continuing an active outreach and recruitment program.

5. Ensures effective veterans’ services by coordinating and acting as liaison between the Department of Veterans Affairs, State Approving Agency, University administration and eligible veteran students.

6. Helps to ensure fiscal responsibility by properly procuring, planning and supervising the federally funded office budget.

7. Facilitates compliance with federal, state, and other agencies by developing policies, procedures, and interoffice forms, as appropriate, to meet changing federal Department of Veterans Affairs laws governing veterans’ educational benefits.

8. Remains knowledgeable about proposed and enacted federal legislation which affects veterans’ educational programs by maintaining membership in the professional organization of the Association of Veterans Educational Certifying Officials and participating in national and regional conferences.

9. Promotes a positive image of the Office of the Registrar by assisting students in the application process for military benefits by helping them to complete appropriate and required forms, advising them of their rights and responsibilities concerning military benefits, and providing them with information about the status of their benefits.

10. Coordinates comprehensive and cross-functional projects assigned to the Office of the Registrar.

11. Supports the mission of the Office of the Registrar by developing familiarity with student systems and understanding the interrelationships between those systems and the importance of data extracted from those systems to support Office of the Registrar data needs, including reports needed to remain in accordance with certain laws governing veterans’ education benefits.

12. Oversees the functions of customer relations and information processing, including coordination of how visitors are greeted, telephones answered, faxes reviewed, and emails addressed.

13. Develops a competent, productive, and effective staff by selecting and supervising, directly and through delegation, administrative support, professional, student staff.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Registrar.

15. Contributes to the overall success of the Office of the Registrar by performing all other duties and responsibilities as assigned.

SUPERVISION

The Assistant Registrar and Coordinator of Veterans Services is supervised by the Registrar.

OFFICE OF HUMAN RESOURCES

FEBRUARY 2010

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2 - 250 Points: The employee carries 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 employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.