Records Service Assistant

POSITION SUMMARY:

The primary function of this position is to check, set up and organize all student electronic files as they are received from the Office of Admissions. The employee enters non-institutional credits into the administrative computer system including all college and university credits as well as Military, APP and CLEP credits. To accomplish these duties, the incumbent must handle incoming electronic transcripts, be knowledgeable about transfer credit policies and procedures, and be able to interpret computer data and input corrections/updates online.

The incumbent is also responsible for maintenance of the Registrar’s Office web pages and for the overall dissemination of information related to the Registrar’s Office and registration-related policies to students, faculty and staff. This includes assisting with registration and providing precise and accurate information to students in order to facilitate transactions in a smooth and orderly fashion.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Transfer Credit Record/Data Entry responsibilities:

• Check student electronic files received from the Admissions Office and organize them according to category, i.e., those that are ready to uploaded filed from those that must be evaluated.
• Retrieve student information and set up the initial Academic Evaluation Report (AER) based on the information on students’ admissions applications.
• Thoroughly examine the electronic files that need to be evaluated for transfer credit equivalency to include entering transfer school codes in the Reporting Years and Terms file, correcting information on-line after files are reviewed, and updating and posting data in various files. These duties are accomplished in conjunction with the Registrar who completes the final evaluation of non-institutional credit. Assist the Registrar with preliminary unofficial and official evaluation.
• Register students, enter changes to student information on-line including address, degree program, student type, advisor, transcript type, change of major/minor, grade replacements, etc.
• Process substitution requests, waiver requests, and create Independent Study and Internship courses. Process all undergraduate and graduate transfer approval forms, and send letter to students after evaluations have been processed and approved.

File Maintenance responsibilities:

• Monitor student electronic files received from the Admissions office, which have been evaluated and/or require an evaluation.
• Email evaluation reports to students with appropriate explanation letters.
• Update contact letters and form letters used in course substitutions, AERs, and Evaluations as required, etc.
• Process VA certification forms and assist VA students.

Registration/Commencement:

• Assist with all registration duties which include processing AERs, entering student registrations, checking for warning flags to correct problems, adjusting student schedules and generating print-outs of students’ classes.
• Handle exceptions to policies and regulations related to registration such as class overload and enrollment exceptions.
• Handle telephone and in-person inquiries.
• Assist with annual commencement ceremony, which includes directing students/faculty/and platform party to appropriate areas.

Miscellaneous responsibilities:

• Assist with filing, semester mailings, etc.
• Serve on University committees as requested.
• Comply with departmental and University rules and regulations.
• Perform other duties as assigned by immediate supervisor.

SUPERVISION RECEIVED:

Daily contact with the Registrar on issues related to student transfer evaluations, otherwise, duties are accomplished independently. The Registrar or the assigned supervisor determines priorities and deadlines for all position responsibilities. Judgement and informed decision-making is demanded in this position or day-to-day situations. On a regular basis, there is consultation with the Assistant Registrar. Routine assignments are performed independently following University and departmental policies and procedures.

SUPERVISION EXERCISED:

No staff supervisory responsibility; trains and supervises work-study students.

POSITION QUALIFICATIONS/SPECIFICATIONS:

• Excellent communication skills and proven ability to multi-task with consistently high accuracy.
• Excellent analytical ability and working knowledge of data analytical tools, such as spreadsheets and database structures; and ability to understand and interpret consistent with the Family Educational Rights and Privacy Act.
• High School Diploma/GED required. Bilingual (Eng/Span) helpful, but not required.
• Minimum of one year previous customer service experience required; prior experience in a similar position at a college/university Registrar’s Office preferred.
• Skilled in the operation of office equipment, i.e., telephone, calculator, copier, fax machine, computer terminal, personal computers and printers.
• Accurate data entry and/or typing skills including familiarity with mainframes, Datatel’s Colleague® preferred. Knowledge of telephone etiquette.
• Strong wordprocessing skills in MS Word required with ability to type 45 wpm.
• Knowledge of English grammar, punctuation, and correspondence format.
• Knowledge of alphanumeric filing and cross-filing.
• Excellent proofreading skills and effective written and verbal communication skills required.
• Professional appearance and demeanor including experience in meeting the public and dealing with people using tact, poise, patience and courtesy.
• Must be detail oriented with the ability to concentrate on projects during numerous interruptions by telephone or by walk-in inquirers.
• Works regularly with confidential information requiring discretion and integrity.
• Must be able to work under pressure and meet established deadlines.
• Occasional evening hours are required.
• Physical requirements are within the normal bounds of an office environment but may occasionally require the ability to lift, push, pull up to 20 pounds.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Miami Gardens, FL 33054: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location