Registration Processing Specialist I - Registrar's Office

TITLE

Registration Processing Specialist I

JOB SUMMARY

Performs registration processing in support of student, faculty, administrative and campus community progress. Responsibilities include providing customer service to students, faculty and staff, answering phone inquiries, advising students on use of online registration processes and processing of course registration paperwork. Creates, maintains and organizes files and student records using an imaging system and University student system software. Must exhibit excellent customer service skills; be detail-oriented; possess the ability to handle multiple tasks; ability to work independently and as a team. Work is performed according to established routines under close supervision. Performance is checked through periodic audits. Work is performed within established policies and procedures under general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Registrar, Associate Registrar and/or Senior Registration Services Analyst

Supervises: No supervisory responsibilities

ESSENTIAL DUTIES - May include, but not limited to the following:

• Receives, processes, inputs, and maintains all student drop/add and registration processing materials in an accurate, efficient, and courteous manner.

• Teaches, instructs, and supports TWU students, faculty, staff and campus community members in the details and information needed related to compliance with registration related policies, procedures, and processing, face-to-face, online and over the phone.

• Answers phone inquiries and provides internal online chat support for other Enrollment Services Offices.

• Assists offices, including Financial Aid, Admissions, and Admissions Processing, managing the online ACD phone management system in a timely, courteous, and accurate manner.

• Processes online, face to face, and fax official transcript requests through payment and delivery. Manages all transcript requests, archives, and scanning/imaging/indexing.

• Inputs withdrawals and co-manages the withdrawal procedure to include input on all required Datatel screens, document processing & preparation for scanning, and Bursar related updates and documentation through collaboration with Student Life.

• Advises and instructs students on use of online registration systems, including Web Advisor, online course schedule, online form navigation and completion, and the Degree Audit Review (DARS) System.

• Processes student informational changes, updates, and revisions, including name changes, address changes, change of degree and other informational screens within one business day.

• Processes student registration and course scheduling adjustments immediately and prepares paper documentation for scanning, imaging, and indexing.

• Organizes, files, and manages paper imaged, indexed forms related to student registration processing.

• Processes grade changes, incomplete grading submissions, and other academic degree related informational input, including posting of certificates.

• Processes enrollment verifications and other student approved, initiated verification and validation requests.

• Collaborates and advises Office of Technology and data managers on updates, revisions, and impending needs/changes to systems to comply with policy changes; state/federal mandates/other impending changes and transitions, for all related Registrar/Registration software and computer related products.

• Assists and instructs students in creation and use of Pioneer Portal account.

• Performs intake, guidance, preparation, research, and processing of student resolution and various appeal directives/information.

• Processes academic, administrative course scheduling adjustments, batch registrations, and academic degree changes/updates in Datatel.

• Performs intake, guidance, and processing of graduation application and appeals/commencement preparation, including ticket management and distribution and instruction of commencement details for students and family members.

• Performs continuous academic course roster census verification and related audit ready preparations for census day and state reporting accuracy.

• Assists with special student program management, such as Veteran Affairs, Tuition Rebate, commencement, and other duties as assigned.

• Adds/removes necessary holds.

• Routes checks for processing.

• Processes daily incoming mail.

• Inputs, maintains, and assists in processing computerized data.

• Organizes, maintains and researches unidentified documents.

• Determines and documents academic exemptions and waivers.

• Ensures applications have the proper correspondence track.

ADDITIONAL DUTIES

• Assists with special events.

• Indexes documents into G-Media.

• Proofs documents to verify entry into G-media.

• Shreds documents.

• Mails information to prospective and current students.

• Performs other duties as requested.

EDUCATION

High school diploma required, some college preferred.

EXPERIENCE

Minimum of one year experience in an office setting is required. Records management experience in higher education or similar setting is preferred. Working knowledge of imaging systems, databases, records retention schedules is highly preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES -

The following are essential:

• Knowledge of Datatel, Colleague, Phoenix, Web Advisor, DARS/Degree Audit Review System, MS Excel, MS Word,

• Must possess good customer service skills; written and oral communication; strong interpersonal skills.

• Ability to multi-task/prioritize multiple tasks and services with deadlines.

• Ability to handle basic decision making and assess importance/priority of tasks/assignments/services/projects.

• Ability to communicate, document, and train others on basic registration manual data entry and related office policies and procedures.

• Must have a working knowledge of office practices and methods.

• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.

• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.

• Ability to communicate effectively orally, by phone, in person and in writing.

• Ability to represent the department and University in a friendly, courteous and professional manner.

• Ability to use a personal computer and other office equipment, including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.