Assistant Registrar - University College | Washington University in St. Louis - Military Veterans

at Herc - Missouri

St. Louis, Missouri

Scheduled Hours 37.5 Position Summary Under the direction of the Registrar, this position is responsible for ensuring the integrity, accuracy and security of confidential academic records. The Assistant Registrar works closely with the Registrar in all matters relating to student records and Registrar office operations; providing effective and timely information and support to students, faculty, staff and administration in University College and throughout the University, while upholding all regulation of the Family Educational and Privacy Act (FERPA). Job Description Primary Duties & Responsibilities Student Record Management Creates and maintains accurate student records in Student Information System (SIS) including registering students for courses and monitoring online registration to include management of the non-enrolled and wait list processes.  Assists Registrar and registration staff with updating and managing student academic records including administrative registration for students. Monitors onboarding for new and returning students to include WUSTL Key credentialing, major/minor/joint programs, and advisor maintenance.  Assists in processing student grade reports/grade options, milestone records, changes in major/minor, academic actions, advisor maintenance, and other entries in SIS. Supports faculty in the posting of grades and troubleshoot system errors.  Verifies and audits student academic records for compliance with University academic policies. Student Academic Progress Coordinates processes for Deanâ™s list, and student academic progress (SAP). Provides verifications for enrollments, degrees earned, academic standing, and other official student and course-based reports as requested.   Certifies transfer credits and assist with transcript verification and school accreditation as needed.  Maintains WU Achieve Degree Audit and the WorkDay audit tool to include coding of new programs, joint programs, program changes, new courses, course attributes, exceptions, and catalog year; troubleshoot inaccuracies and serve as liaison to the Office of the University Registrar for all updates.  Graduation and Certification Supports graduation process by assisting in the preparation of graduation lists, prepare reports of students eligible to file the Intent to Graduate (ITG), including ITGâ™s received via Form Stack; prepares student graduation lists for advisor review and update student graduation lists as needed.  Tracks ITG submissions; assists the Registrar in resolving problems with graduating students and with graduating students; assists with the audit of student academic records in preparation for graduation, including post-graduation addresses.  Monitors student records to ensure compliance with academic regulations and program requirements for graduation. Reviews graduating student eligibility for Final Honors, Latin Honors, Deanâ™s Awards and Student Marshals.  Proofs studentâ™s intent to graduate forms; assist in coordinating with program offices with certification degree candidates, spring awards decisions, selection of Alpha Sigma Lambda recipients, proof reading of all programs and reports related to graduation, selection and notification of honors students and marshals. Assists with the recognition ceremony and distribution of diplomas. Data Reporting and Other Administrative Routinely generate and produce enrollment, retention, academic standing and other reports from the reporting database, SIS, WUCRSL and State Authorization Reciprocity Agreement (SARA) compliance.  Serves as a source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff. Serves as a general office resource/contact for faculty, students, and staff, in addition to external inquiries on degree and/or enrollment verification, etc. Serves as liaison with University Registrar, Student Accounting and Financial Aid Offices on the Academic Calendar to comply with registration deadlines, commencement deadlines. Responds to, communicate with, and serve all constituents that have questions about student records (within the confines of FERPA regulations) in a timely manner.   Responsible for various training initiatives for faculty and staff including FERPA, UC Online registration, SIS and WEBFAC. Requests website updates for academic calendar, registration deadlines, administrative deadlines (EGrades).  Serves on Commencement Committee to represent University College.  Other administrative duties as assigned. Preferred Qualifications Bachelor's degree and higher education experience preferred with a minimum of 3 years of related work experience. Knowledge of SIS and WUCRSL Databases. Registrar's experience. Ability to work under extreme time constraints during peak times. Individual must be extremely detail oriented with strong problem solving, analytical, interpersonal, and communication skills. Ability to produce high-quality work with speed and accuracy. Ability to anticipate and articulate student needs and to handle confidential information in a professional manner. Ability to interpret and explain complex academic policies and procedures. Ability to plan and implement multiple projects, collaborating and contributing in completion of projects. Ability to function in a fast-paced, team environment and work effectively under tight and often-changing deadlines. Computer proficiency and experience in Microsoft Office applications (Outlook, Excel, and Word); experience working with database systems including Microsoft Access. Ability to work with a diverse group of constituents (faculty, students and staff) and provide high level of service. Required Qualifications High school diploma or equivalent high school certification and three yearsâ™ related work experience. Grade G08-H Salary Range $19.56 - $30.35 / Hourly The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget. Pre-Employment Screening All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening. Benefits Statement Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at to view a summary of benefits. EEO/AA Statement Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply. Diversity Statement Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply. Applicant Instructions When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âQuick Applyâ? options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âQuick Applyâ? page by clicking âNextâ? at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.