Registrar's Office Generalist
Company: Bethune-Cookman University
Location: Daytona Beach
Posted on: August 4, 2022
Job Title: Registrar's Office Generalist
Reporting Structure: Reports to the Registrar
Division: Academic Affairs
The Registrar's Office Generalist performs varied customer service,
administrative, technical and analytical duties requiring knowledge
of institutional policies, procedures and practices in support of
the Registrar's Office. The Registrar's Office Generalist will
perform functions that impact enrollment, registration, graduation,
records integrity, academic scheduling, reporting and the highest
level of customer service.
The incumbent is expected to use independent judgement to make
decisions, interpret and apply department, division, campus and
system-wide policies and procedures, perform research when needed,
provide support documentation and provide general office assistance
in support of the office. Assignments require handling of multiple
work priorities and accountability for one's own work results. In
addition, the incumbent is expected to provide accurate, timely,
and personalized service to all stakeholders, representing the
The successful applicant will be forward thinking,
student-centered, solution-oriented and committed to providing
exemplary customer service with the ability to research, learn,
comprehend and interpret university and registrar policies,
procedures and academic regulations.
Work with academic departments and divisions to gather and organize
course schedule building offerings, coordinate the administrative
processes of creation, editing, proofing and publishing of the
schedule of classes.
Enter (input), edit, update and process changes to the course
schedule in the Student Information System (Jenzabar).
Navigate and maintain the room assignment scheduling software,
assign rooms for the courses offered each term, while ensuring
academic space utilization and faculty classroom assignments are
consistent with faculty requests for space and contain efficient
resources for course delivery.
Work with Academics to determine active and inactive courses, set
minimum and maximum caps at course catalog level, determine course
offering cycle: fall only, fall and spring, etc.
Assist former students who are considering returning to the
university, evaluating eligibility to return based on university
policies, procedures, and requirements and process readmissions
Manage the change of major/minor system, workflows and processes in
an accurate and timely manner, using discretion when evaluating
Process departmental purchase orders and requisitions.
Assist in the administration and implementation of the Office of
Registrar programs and projects.
Evaluate eligibility based on university policies, procedures, and
federal requirements, and ensure the accuracy and integrity of
academic records, including but not limited to: changes to assigned
grades, academic forgiveness grade changes, name change requests,
processing course & overload waivers.
Monitor and reconcile data discrepancies.
Verify requests for dates of attendance and degrees awarded through
the National Student Clearinghouse website; authenticate claims and
documents; identify suspected fraudulent documents and report it to
the Senior Associate Registrar & University Registrar.
Compose and/or complete routine correspondence to students,
agencies, other institutions, and other stakeholders concerning
requests for information by mail, fax, email or upload.
Provide exemplary customer service via telephone, email, virtual,
video, remote and in-person inquiries; investigate, troubleshoot,
and resolve issues presented by a variety of constituents,
including students, parents, university staff, other institutions,
and the public.
Understand, abide by and provide guidance for Family Educational
Rights to Privacy Act (FERPA) to parents, outside agencies,
university students and employees.
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
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.
Participate in and complete professional development activities,
work-related trainings, workshops and meetings.
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.
Assist with the Petition to Graduate preparation process,
coordination of commencement and conferral activities and
participate in graduation ceremony.
Process transcript requests and answer questions regarding the
Perform accurate data entry of transcripts received and courses
taken by students at external institutions.
Maintain complete and accurate files on current and inactive
Perform data entry and record retrieval from the University
document imaging system.
Assist with collecting, recording, maintaining and reporting of
student records within FERPA and National Student Clearinghouse
guidelines, e.g., grades, enrollment verification, registration
data, transcripts, mid-term verification, athletic eligibility, GPA
calculation, student academic progress (SAP) and other associated
Assist with the updating and correction of course, program, and
registration content of University publications.
Review and request updates and corrections on the Registrar's
Office website and Wildcat Web, as needed.
Be flexible in dealing with changes in policies, procedures,
organizational structure, and issues, forward thinking,
student-centered, and solution-oriented.
Other duties as assigned.
Demonstrated commitment to providing exemplary customer service to
students, faculty, staff, administrators and other University
stakeholders on and off campus
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
and departmental rules and regulations
Excellent oral, written and virtual communication skills
Ability to work effectively with supervisors, peers, student
workers, faculty, administrators and staff across University
divisions and departments, particularly, academics, financial aid,
academic advising and student accounts
Ability to successfully work with and interact with all levels of
personnel and diverse populations with a positive attitude
Ability to work independently and as part of a team
Strong organizational and time management skills with the ability
to simultaneously manage multiple projects and meet deadlines
Demonstrated attention to detail and accuracy, high level of
professionalism and initiative, dependable, reliable and motivated
Willingness to learn and ask questions with the ability to adapt to
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 comprehend and communicate university, academic and
registrar policies and procedures
Ability to follow all university policies, procedures, and
guidelines including, but not limited to safety, civility,
information security, and non-discrimination policies and
Ability to contribute to a positive university experience for each
student, and assist in achieving the university's mission
Education and Experience:
Associate degree or 60 or more semester credits
Three years of previous office experience
Two years of experience in record keeping, evaluation and
maintenance of files, preferably in an academic setting
Higher education experience, preferably in the registrar's
Experience with Jenzabar or other student information systems
High level of proficiency with computers, email, web browsers and
Microsoft Office (Word, Excel) required; knowledge of scanning
software, video chat and Google Suite preferred.
This is a 100% on-campus 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,
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
The university reserves the right to modify job descriptions at any
time in its' attempts to improve the operations of the
Keywords: Bethune-Cookman University, Daytona Beach , Registrar's Office Generalist, Administration, Clerical , Daytona Beach, Florida
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