Responsible for assisting with enrollment management and student record storage. Serves as primary contact between the school and departmental administrators including those in other schools. Leads process improvement efforts as project manager for all upgrades relevant to enrollment, degree audits, and degree completion.
The assistant registrar's primary responsibility is to ensure the integrity, accuracy and security of confidential academic records. The assistant registrar works closely with the College registrar and assistant registrar to provide effective and timely information and support to students, faculty, staff and administration in the College of Arts & Sciences and throughout the University. Areas for support and systems used may expand or change as the role develops.
PRIMARY DUTIES AND RESPONSIBILITIES:
Create and maintain accurate student records in Student Information System (SIS). This includes registering students for courses, posting grades, managing course program changes (withdrawals, drops, adds, substitutions, waivers, independent studies, demographic and interdivisional).
Assist Registrar and other staff members with items such as updating and managing all information related to student academic records including the administrative registration for students in special and/or problematic situations, report data preparation and retrieval.
Process student grade reports, changes in enrollment status, and perform miscellaneous data entry
Support faculty in the posting of grades.
Post tuition charges and credits in an accurate and timely manner.
Verify and audit student academic records for compliance with college policies.
Maintain student electronic files including uploads, policy implementation, process ownership and document verification.
Responsible for integrity of A&S course listings. This includes regularly auditing courses across all departments to ensure the adherence with college policies and procedures.
Manage Listings for all undergraduate Arts & Sciences courses including home and ident course details, scheduling final exams, etc.
Verify and post course information for publications and website.
Provide support to Arts & Sciences Curriculum Committee.
Create and provide documentation and reports for issues related to academic progress/probation, financial aid and billing.
Assist with the audit of student records to support the committee on academic progress.
Provide verifications for enrollments, degrees earned, academic standing, and other official student and course-based reports.
Monitor student records to ensure compliance with academic regulations and program requirements for graduation.
Support graduation process by assisting in the preparation of graduation lists, identifying certain inductees, etc.
Track intent to graduate submissions; assist the Registrar in resolving problems with graduating students; generate reports for the Registrar and the school's associate dean; proof degree list and awards list; assist with the recognition ceremony and distribution of diplomas
Assist with the audit of student academic records in preparation for graduation. Work with Registrar and Associate Dean to ensure timely and appropriate follow up.
Support the Registrar with awarding Latin Honors to the degree.
Serve as a source of information on administrative, academic and procedural matters to students, prospective students, faculty, and staff.
Serve as a general office resource/contact for faculty, students, and staff, in addition to external inquiries on degree and/or enrollment verification, etc.Serve as liaison with University Registrar, Student Accounting and Financial Aid Offices in order to comply with registration deadlines, commencement deadlines and general student affairs policies.
Work with International Office to ensure students with visas maintain compliance with federal regulations.
Perform Registrar responsibilities when Registrar is absent.
Assist with miscellaneous mailings and other duties as assigned.
Respond to miscellaneous questions and requests from students, administrators, faculty and alumni.
Coordinate events in conjunction with appropriate personnel. Book event space; arrange food and beverage and other items as needed
Organize event logistics.
Other duties as assigned
WORKING CONDITIONS / EQUIPMENT:
Must be able to move to various campus locations, set up tables and materials, and lift boxes of program supplies.
Five years of experience in office work.
Experience with working with student records and databases.
Exercise good judgment regarding priorities and critical nature of certain jobs.
The Assistant Registrar is responsible for confidential information that pertains to meetings, conversations, and student records. As such, the employee must be discreet and must maintain confidentiality as appropriate.
Strong interpersonal skills.
Good analytical and problem-solving skills; extremely detail oriented.
Grasping systems/technology/programs' processes, and having the mindset and logic to process it, and being thorough and detail-oriented while doing so.
Ability to meet deadlines, be part of a team, and capable of handling stressful situations.
Ability to complete tasks from start to finish.
Ability to understand how individual tasks are interrelated and all impact the big picture and overall goals of the college.
High school diploma or equivalent high school certificate and threeyears of related work experience in office setting or bachelor's degree and oneyear of experience in office setting.
Experience with Microsoft Word, Excel, and web applications.
Excellent oral and written communication skills.
Ability to balance many tasks at one time.
Must be a team player and work with a positive attitude on any task.
$19.56 - $30.35 / HourlyThe 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.
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.
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 https://hr.wustl.edu/benefits/ to view a summary of benefits.
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.
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.
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Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.