POSITION IDENTIFICATION
TITLE Coordinator, Office of the Registrar
CLASSIFICATION NUMBER 3069
GRADE 16
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Associate Registrar-Operations
GENERAL FUNCTION
The Coordinator, Office of the Registrar oversees major processes in all functional areas of the Office of the Registrar, including but not limited to; registration, records maintenance, graduation eligibility, degree audit, class schedule building, curriculum and catalog maintenance, grading, and end-of term processing 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. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: Four years of work experience in higher education and/or a student service-related field is required. Experience administering complex processes and making independent decisions is required. Experience working in a registrar’s or closely related office with similar responsibilities is preferred. Experience working with the Banner student module is preferred.
Skills: The ability to work effectively as part of a team and collegially with staff, faculty, and administration. The ability to prioritize work duties when faced with interruptions, distractions, and fluctuating workload. Strong written and verbal communication skills. Strong technical ability to learn university systems. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds.
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 and associate 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 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. Maintains the integrity of academic records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance with academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors.
6. Facilitates the enrollment process by providing information about changes of schedules, withdrawals, refunds, grading policies and procedures, deadlines, cancellation and rebuilding of schedules, grade appeals, transfer evaluations, encumbrances, academic advisement, prerequisites, drops, deleted sections, permissions, overloads, special courses, etc.
7. 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.
8. 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.
9. 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 drops (instructor, prerequisite, and suspend), and deleted sections.
10. 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.
11. Assists in the running of existing registrar related reports as requested by various University constituents.
12. 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.
13. Resolves problems and enhances various processes, projects, procedures, etc. by employing critical thinking skills and creativity.
14. Coordinates with other areas of the University as needed, including participating on University committees.
15. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
16. 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.
17. 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, 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 NOVEMBER 2023
