3069 Coordinator, Office of the Registrar

POSITION IDENTIFICATION

TITLE Coordinator, Office of the Registrar

CLASSIFICATION NUMBER 3069

GRADE 16

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Associate Registrar-Operations

MAJOR ADMINISTRATOR Registrar

GENERAL FUNCTION

The Coordinator, Office of the Registrar oversees several processes, such as transcript fees and reconciliations, grading and end of term processing, National Student Clearinghouse reporting, class schedule building, the refund schedule, the registration sequence, and withdrawals and administrative drops under the overall direction of and in cooperation with the Office of the Registrar supervisory team. The Coordinator, Office of the Registrar serves in a customer service and troubleshooting capacity for fellow Office of the Registrar employees, faculty, staff, and students.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required.

Experience: Four years of progressively responsible administrative experience in higher education is required. Experience administering complex processes and making independent decisions is required.The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Experience training and/or developing documentation is preferred. Experience with Family Educational Rights and Privacy Act (FERPA) and university registrar-related responsibilities is preferred.

Skills: The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Works independently, with limited supervision, to ensure the effective operation of the Office of the Registrar by completing time-sensitive projects, gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with the campus community.

2. Under the authority of the registrar, associate registrars, and assistant registrars, facilitates the management of major processes of the Office of the Registrar, including end of term processes.

3. Facilitates workflow and the efficient use of time and effort by establishing processes, guidelines, and rules related to particular operations or services in the Office of the Registrar, including the creation, revision, and distribution of policy and procedures manuals and assisting staff, students, and faculty with questions on policies and procedures.

4. Facilitates the implementation of policies and decisions, recommends changes in policies or procedures, and makes administrative decisions within established guidelines or policy when appropriate on behalf of the Office of the Registrar supervisory staff.

5. Provides training for full-time staff and the campus community including, but not limited to, the Master Advisor workshop, Graduate Assistant orientation, class schedule building, My Missouri State and degree audit system utilization and facilitates the training of full-time staff, part-time staff, and student employees on Office of the Registrar processes and special projects as assigned.

6. Facilitates degree check processes by coordinating the review of student graduation deficiencies, preparing the commencement program, calculating and applying University scholastic honors, notifying graduation candidates of deficiencies and steps to resolution, and participating in the NCAA student-athlete eligibility compliance process and assists with the programming of curricular additions, changes, and deletions into the University degree audit system.

7. Facilitates registration-related services, including but not limited to the trial schedule builder, registration status page, registration sequence, refund drops and deadlines page, withdrawals, administrative drips (instructor, prerequisite, and suspend), and deleted sections.

8. Facilitates records-related services included the document imaging process, administering accurate reports of student enrollment to the National Student Clearinghouse, and oversees the process of collecting and reconciling transcript, overnight transcript, and reissued diploma cover fees in coordination with Internal Audit, Financial Services, and other related offices.

9. Assists in the running of existing Argos and Appworx reports as requested by various University constituents and provides backup support to the Business Process and Reporting Analyst in creating basic data blocks.

10. Coordinates social media, video, email, and other communications as part of the Office of the Registrar communication plan and outreach efforts, including proofing and publishing all academic dates and deadlines as assigned and/or established through the Office of the Registrar including refund/payment deadlines.

11. Resolves problems and enhances various processes, projects, procedures, etc. by employing critical thinking skills and creativity.

12. Coordinates with other areas of the University as needed, including participating on University committees.

13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses/conferences, 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 Coordinator, Office of the Registrar is supervised by the Associate Registrar-Operations, may supervise student employees in the Office of the Registrar, and assists in the supervision of specific functions performed by full-time and part-time employees in the Office of the Registrar.

OFFICE OF HUMAN RESOURCES

REVISED JANUARY 2017

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 9 - 1800 Points: A combination of education and experience equivalent to a Level 9 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 5 - 180 Points: Supervision and training of moderate numbers of student and/or part-time or temporary workers may be required where the nature of supervision is largely confined to scheduling work, assigning tasks, and reviewing completed work. Supervision at this level may also involve directing the work assignments of a small number of permanent, full-time employees. Supervisory tasks include providing substantial input into the process of screening and hiring employees and providing performance information for other supervisors to use as part of the employee evaluation processes. Supervisory duties typically involve a small but significant portion of work day activities.

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 5 - 345 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of coworkers, students, or the general public, and may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems.

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.