Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Department: Registration and Records
Salary/Rate: $2,910/month @ 1.0 FTE
The Academic Records Coordinator (Coordinator) reports to the University Registrar and advises/supports both the Associate Registrar and the Registrar. The Coordinator has primary coordinative responsibility for the overall academic records enterprise of the University. This position collaborates with other members of the Office of the University Registrar (and Enrollment Services as a whole) to cross-functionally support a variety of student registration and records activities.
Minimum Classification Qualifications:
Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR an equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of the experience.
Bachelor's degree in a disciplinary area related to this position.
Experience with BANNERSIS or another student information system.
Experience working in an applicable higher education setting.
Familiarity with the principles and practices of enrollment-related fields, such as financial aid, admissions, and front counter operations.
All Listed Duties:
Serve as the designated primary institutional contact, functional expert, and trainer for academic records matters
Act as the primary coordinator of various academic records activities, including: serving as the primary coordinator for academic appeal reviews and resolution, managing the Course Evaluation system (CollegeNET WDYT), managing the ongoing maintenance of the document imaging system for the Division of Enrollment Management and Student Affairs, facilitating and providing official certification for NAIA athletic eligibility, coordinating data transfer and error resolution of National Student Clearinghouse enrollment and degree data, coordinating the update and maintenance processes for student enrollment and curricular affiliation and status, ensuring that processes for pre-BANNER student records are accurate and effective, maintaining institutional honors lists such as President's and Provost's lists, coordinating the processing of course substitutions and waivers, coordinating the Registrar's Office processing of Medical Withdrawals, ensuring overarching student records and underpinning data integrity, including transcript accuracy and effective production, and serving as a functional expert and consultant regarding various academic record matters
Collaboratively develop and disseminate calendars and timelines associated with academic records
Engage in a variety of research and assessment activities associated with academic records, including report generation
Ensure that the campus is well-supported, well-informed, and trained in appropriate practices and policies associated with academic records
Assist with policy development and maintenance associated with academic records
Create and maintain appropriate forms, documentation, user guides, and training manuals associated with academic records
Ensure that systems associated with academic records are well-maintained, accurate, supported, and accessible\,
Resolve various technical issues within Banner for SCARF reporting
Assist with Commencement-related activities
Investigate and advise the Registrar on business process alternatives to achieve optimum results in delivering customer service to all campus constituents
Interpret, scribe into programming language, and maintain past and new curricular changes in Degree Works
As directed and needed, represent the Office of the University Registrar on a variety of institutional committees and task forces
Review sections of academic catalog for updates and corrections of policies and procedures
Collaboratively research and resolve complex student issues surrounding registration and academic records
Assist students with registration and records issues; troubleshoot and resolve registration errors, restrictions, and student holds
Update and maintain student curricular records (status, program, majors)
Assist with non-admitted student applications and registration
Assist academic divisions, auxiliaries, and partners with policies and logistics of contract courses, special course offerings, and new programs
Process Irregular Registrations; communicate with students and faculty regarding missing information, policies, and registration restrictions
Process and transcribe National Student Exchange and Study Abroad coursework, Credit for Prior Learning, and Credit by Examination
Assist students and faculty at registration events and in the ESC with phones and email during peak times; provide materials, training, and information in support of registration events
Collaborate with other members of the Office of The University Registrar to ensure cross-functionality and cross-support of all functional areas,
Other duties as assigned in order to support the overall enrollment and retention enterprises of the University
Special Instructions to Applicants:
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background check.
Under the provisions of the Fair Labor Standards Act (FLSA): -Position classifications defined as “non exempt” are subject to overtime
The person holding this position is considered a
Internal Number: 8369
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.