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Registration & Records Process Assistant
Job Description
Under the direction of supervision, coordinates and performs technical duties pertaining to the registration and records function of Mustang Central. Provides assistance to the Registrar regarding designated area of records and transcripts, including credit evaluation; ensures integrity and security of permanent records; provides exceptional customer service to students, staff, and general public. Occasional overtime required.
It is expected that this individual will accomplish assigned duties in an efficient, effective, competent manner and strive for improvement and excellence in all work performed. Additionally, this individual must understand the comprehensive role of the community college and cooperate and work harmoniously with college personnel and the public. This individual will follow all college policies, rules, regulations and guidelines as they relate to this position
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This listing of essential duties and responsibilities is meant to be representative, not exhaustive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Greets the general public, faculty and staff, and students cordially and answers inquiries as appropriate. Makes referrals as needed.
- Uses the Etrieve software to image and link documents to a students record. Assigns records to document workflow as needed and maintains integrity of record quality according to standards within imaging system.
- Reviews and processes transcripts for course transferability and inputs data in the Colleague and TES systems to create transcript evaluation and course equivalencies.
- Oversees all document imaging and destruction of student records including files, transcripts, and other pertinent records. Must adhere to established record retention guidelines for the Wyoming State Archives and Western Wyoming Community College.
- Manages the wait list program of the college registration system including: keeping faculty, outreach offices. Informing and notifying students as space becomes available.
- Coordinates the development and maintenance of permanent student files each semester for all credit students. Monitors student record data and corresponds with students and campus offices as necessary about discrepancies and consolidates all duplicate Colleague records.
- Updates student transcripts as assigned: including transfer credit, grade changes, incompletes, repeats, credit by exam, CLEP, PTK, etc. Notifies students of all changes in their records.
- Manages incomplete grade processing, which includes communications with appropriate faculty and students at the end of fall and springs semesters.
- Communicates pertinent information and addresses inquiries and responds to concerns and complaints. Refers individuals to the appropriate Director as necessary.
- Answers and transfers phone calls as appropriate.
- Provides back-up coverage to the Student Service Assistants (Mustang Central Front Line) as needed.
- Instructs students on how to access and use web services. Distributes confidential login information.
- Helps guide students through the exception process wherein they are able to appeal an action under the auspices of the Registrar.. This includes email and possible telephone communication with students, along with apprising the Registrar on each situation.
OTHER DUTIES AND RESPONSIBILITIES:
The listing of other duties and responsibilities is meant to be representative, not exhaustive.
- Maintains safe working conditions and practices at all times.
- Assures that confidentiality is safeguarded while handling student and employee records.
- Safeguards institutional physical resources by caring properly for assets assigned to the workstation and by prohibiting unauthorized use.
- Maintains an inventory of all assigned equipment and supplies, keeping proper records as necessary.
- Performs other related duties as required.
- Adheres to all Policys and Procedures and governing Rules and Regulations.
- Maintains integrity in all aspects of the job.
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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, and ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate.
MINIMUM QUALIFICATIONS:
The requirements listed below are representative the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.
Knowledge of:
General office practices and procedures
Comprehensive role of the community college
College policies, rules, regulations, and guidelines
Institutional and departmental procedures
Customer Service principles and practices
Telephone techniques, practices and procedures
PCs and related software, e.g. Administrative System Software: Colleague
Microsoft Office Products, e.g. Word, Excel, Access, etc.
Student privacy as governed by FERPA Law
Financial Aid programs, requirements, rules, regulations, and terminology
Records management principles and practices
Ability to:
Communicate effectively verbally and in writing
Operate a PC and related software
Maintain effective working relationships with other people
Maintain professional, efficient, and congenial image when dealing with students and the public
Work in a highly visible, busy, heavily trafficked student and public office environment in close proximity with colleagues
Work in a multi-tasking environment with constant interruptions
Use College software systems
Work independently with minimal supervision
EDUCATION AND/OR EXPERIENCE:
EDUCATION AND/OR EXPERIENCE:
Any combination of education and experience that demonstrates possession of the requisite knowledge, skill and abilities. A typical way to obtain these would be:
High School Equivalency
Three (3) years of administrative assistant experience
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