Job Details

Salary:

Salary Range: $2,846 - $4,998 per month (anticipated hiring salary: $2,846 per month)

Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description:

The Office of the University Registrar includes registration services for current students, student records, Undergraduate Degree Evaluations, Veterans Services Office, as well as Transfer Credit & Articulation. Our friendly staff at the Student Services Center windows in Joyal, North Lobby, are available during regular business hours to assist you with any questions or concerns you may have.

Overview:

Under the direction of the Assistant Registrar of Undergraduate Degree Evaluations, the position involves a wide range of moderate to complex clerical and technical assignments. This involves the coordination of the clerical and administrative operations of Undergraduate Degree Evaluations in support of the graduation cycles and for all undergraduate students. This position manages the front office, updates the office's website, coordinates all events in the office, as well as training and delegating assignments to student assistants. This position also serves as the liaison with the Michael Sutter Company regarding all inquiries for diploma orders and reissue of diploma requests.

Position Summary:

• Responsible for processes and graduation set-ups in PeopleSoft to maintain and manage graduation cycles
• Coordinate and oversee clerical and receptionist operations of Undergraduate Degree Evaluations front office, including training and delegating work to student assistants, and making appropriate referrals to students, faculty, and staff
• Promote and provide high quality customer service to all visitors by providing front office support to ensure customer service functions are provided in a prompt, friendly and efficient manner
• Coordinate all events in our office, such as, workshops, Open Labs, and tabling events
• Respond to a variety of inquiries regarding graduation, deadlines and procedures both in person and in writing
• Serve as the liaison with the Michael Sutter Company with regard to batch ordering of diplomas and re-issue requests
• Maintain and update office website
• Process diploma re-issue requests using Diplomatic system and PeopleSoft
• Maintain, gather and analyze statistical data regarding the number of re-issue diploma requests, number of visitors, and of students attending Undergraduate Degree Evaluations office, workshops, trainings, etc.
• Communicate and collaborate with other departments and advisors to resolve discrepancies on approvals regarding memorandums sent to our office; support office collaboration with on-campus and off campus groups to meet the goals of the office
• Develop and maintain all office documents, such as forms and flyers using software features such as charts, tables and graphs
• Maintenance of all degree applications into PeopleSoft, including verification of the Name Inclusion process
• Update degree status into PeopleSoft, manually or via process
• Update student information for commencement, which includes verifying names on the commencement program
• Coordinate the imaging and indexing of Undergraduate Degree Evaluations documents in OnBase
• Serve as the satellite cashier to collect and process payments that involve diploma reissues, applications, and verification letters provided by Undergraduate Degree Evaluations
• Monitor and verify student assistants' timesheets
• Regularly reference, retain, recall, and apply University policies and procedures in accordance to Family Educational Rights and Privacy Act (FERPA), State of California Title 5, and the Chancellor's Office

Secondary duties of the job include:

• Perform other related duties as assigned

Knowledge, Skills & Abilities:

• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures
• Thorough knowledge of English grammar, punctuation, and spelling
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages (Microsoft Office Suite, email, calendar, etc.)

Ability to:

• Independently handle multiple work unit priorities and projects
• Apply independently a wide variety of policies and procedures where specific guidelines may not exist
• Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
• Draft and compose correspondence and standard reports
• Handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature

Education and Experience:

• High School Diploma, technical/vocational program, or equivalent
• Three years of progressively responsible clerical and administrative experience

Preferred Skills:

• Experience in handling moderate to complex clerical and technical work assignments involving the use of independent judgment and discretion in support of an administrative office
• Experience with a student information management system, preferably PeopleSoft Student Administration system and OnBase
• Knowledge of applicable university infrastructure, policies, and procedures related to Undergraduate Degree Evaluations

Ability to:

• Work effectively with faculty, students, and staff from diverse ethnic, cultural, and socio- economic backgrounds
• Understand and abide with the Family Educational Rights and Privacy Act (FERPA) and the confidentiality of records
• Provide assistance and support to office staff in planning and coordinating projects, activities and events