Job Title: Student Services Representative and Records Coordinator

Department: Registrar

Reports To: Registrar

FLSA Status: Exempt

Job Code: F-4

Summary: The Student Services Representative and Records Coordinator manages prospective and newly admitted deposited student records. The coordinator receives records for undergraduate and graduate readmissions submitted from our customer relationship management system (Slate). The incumbent is also responsible for providing information, assistance, and support to the entire campus community and public regarding all services provided by the Office of the Registrar (OR). To function effectively, s/he must be familiar with academic advising, the academic record, stay abreast of OR and College policies, procedures, and practices, and collaborate with colleagues in OR, partner offices, and academic departments, and with faculty and other campus staff. The coordinator will assist the Registrar with SIS integration and help build structure, trust and best practice for the future success and growth of Maryville College.

Essential Duties and Responsibilities:

Respond to high volume of incoming telephone calls, personal visits and emails for Office of the Registrar. Answer general questions and resolve registration problems (which may include tuition and billing) for students, faculty, staff and the outside community.

Provide campus-wide notifications of dates and deadlines.

Greet visitors to the Office of the Registrar. Ensure that visitors receive desired services. Answer common office-related questions; provide directions and campus information as appropriate.

Assist students with registrar-related transactions. Perform extensive data entry, which includes processing registration and schedule change requests, student demographic data correction, additions, changes and updates.

Reconcile admission records with accepted student records and coordinate with admissions and financial aid team to ensure accuracy.

Process student withdrawals during an academic term and at end-of-term in accordance with federal and institutional policies.

Assist Student Services Support Specialist and corresponding offices with processing transcripts. Process official and unofficial academic transcripts.

Read and interpret transcript requests received by mail, in person and via the web. Determine if student is eligible to receive transcript (e.g., no transcript holds). Produce transcripts electronically using Student system (post 1988 records) or with paper records (pre-1988). Produce written correspondence necessary when unable to process transcripts according to regulations.

Other duties as assigned, e.g., assist with Commencement Exercises.

Supervisory Responsibilities:

Directly supervises student employees that support business, financial aid and registrars offices. Carries out supervisory responsibilities in accordance with the Colleges policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associates or bachelors degree from college or university and prior experience in higher education or customer service.

Knowledge, Skills, and Abilities

Ability to communicate ideas and complex information clearly, concisely and effectively both in writing and verbally to diverse constituencies. Specifically, ability to communicate academic, policy and curricular information with academic leadership, faculty, staff and students.

Actively listens to others to achieve understanding.

Ability to work productively in a setting with persons of diverse backgrounds, identities and personalities.

Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction supporting the success of diverse student populations.

Ability to identify existing and potential problems. Notes, understands, and includes the critical elements of problem situations; obtains and evaluates relevant information; notes relationships among elements; identifies possible causes of the problems; recognizes the need and shifts to alternative courses of action including innovative or creative approaches.

Ability to use technology and software tools to effectively analyze data and perform or manage day-to-day activities. Examples include Jenzabar, Slate, PowerCampus.

Ability to operate standard office equipment, i.e., computer, copier, presentation equipment. Majority of the work spent using personal computer, telephone, or in meetings.

Ability to move about the office and build partnerships with campus constituencies.

Due to seasonal activity, this position will occasionally require long hours and availability outside normal working hours. May be required to work weekends or evenings to meet scheduled deadlines or work on major projects.

Ability to read and comprehend instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, students, and other employees of the organization.

Language Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

Ability to manage data using administrative computer software and spreadsheets.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 10 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.,

Required: All applicants must apply through the Maryville College Careers portal website on the page of the desired position.

Maryville College is an Equal Opportunity Employer. For additional information about working at Maryville College, please visit our Careers at MC webpage.