Job description
Job Description
POSITION OBJECTIVE
Working under general direction, the Coordinator will serve as a key member of the office of the Weatherhead School of Management’s Registrar team, providing in-depth student record audits, maintenance, and quality control. Academic records represent permanent documentation of university education. Maintaining accuracy and integrity in academic records is a critical function performed by the department and is vital to the university as a whole. This position will be expected to function with a high level of awareness for protecting sensitive information and provide commitment to excellent customer service and best practices essential to the mission of the office. The registrar’s office consists of a team of dedicated and hard-working people, united around shared goals of service, accuracy, integrity, teamwork, and growth. Building a welcoming and inclusive community is the foundation of the work we do as professionals working with students. Fully including people of diverse backgrounds and perspectives helps us all thrive by working together, focusing on our collective well-being, and helping students gain insight from their academic endeavors and real-world experiences. This is a part-time position working 20 hours per week.
ESSENTIAL FUNCTIONS
- Effectively employ triage and troubleshooting techniques to resolve complex situations, providing technical and functional support to management school graduate students, faculty, and staff to resolve issues related to student academic records, policies, procedures, curriculum plans, enrollment, graduation requirements, academic integrity, student conduct, the schedule of classes, the student information system and OnBase. (45%)
- Manage, monitor, and enroll management school graduate students in curriculum practical training. Manage, monitor, and reconcile primary and secondary documents for management school graduate students. Lead process of placing and removing enrollment holds on accounts as review determines necessary. This requires a critical competency and working with other management school departments and students to resolve. Manage entering and updating the schedule of classes. This involves detailed knowledge of the student information system and critical competency for accuracy. Maintain and manage the student information system academic advising component for all management school graduate programs. This involves detailed knowledge of programing and critical competency skills needed to ensure accurate outcome for graduate students and programs. Develop and manage a process for regularly auditing and updating the student information system academic advising component. (30%)
- Manage commencement and activities leading to commencement. This includes, but is not limited to, monitoring and reconciling issues for graduation, working with vendors and distribution of diplomas and awards. This involves a high degree of analytical skills, a large amount of fact-finding and critical competency of policies, procedures, and degree requirements. (20%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (5%)
CONTACTS
Department: Extensive interaction with management school faculty program directors, department chairs, faculty, and staff to support the functions of the office.
University: Interaction with central departments, including but not limited to the offices of the University Registrar, Student Financial Services, and Student Financial Aid for resolving school and student issues.
External: Regular communications with management school alumni and prospective students.
Students: Extensive and continual ongoing interactions with management school graduate students to provide information, diagnose and assess enrollment, graduation, and other issues.
SUPERVISORY RESPONSIBILITY
None
QUALIFICATIONS
Experience: 5 or more years of related experience, preferably in a registrar’s office or an academic institution.
Education/Licensing: High school education required. Bachelor’s degree or Master’s degree preferred.
REQUIRED SKILLS
- Commitment to and appreciation of working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background and ability.
- As with all positions in this department, there is a great deal of emphasis on maintaining the security and confidentiality of student records. Ability to exercise meticulous care in the maintenance, control and accessibility of sensitive information.
- Ability to work in a fast-paced, team-oriented environment, and follow rules yet continually look for ways to improve.
- Ability to function with a high level of awareness for protecting sensitive information and complying with the Family Education Rights and Privacy Act (FERPA).
- Must have excellent verbal and written communication, organization and interpersonal skills.
- Ability to work independently and collaboratively.
- Ability to work with various database and software systems including but not limited to: PeopleSoft, OnBase, Microsoft suite and Adobe.
- Proven experience with confidential matters.
- Must be detail oriented and independent-minded with the ability to take charge of projects, seeing them through from start to finish.
- Ability to work with other departments
- Ability to multi-task.
- Ability to maintain high quality customer service.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
General office working environment. Must be able to work flexible hours including some weekends and evenings. Peak work times during the beginning of both the fall and spring semesters and leading up to and including commencement. Intense pressure for deadlines and high volume of general activity. The employee will need to lift up to 15 pounds and be able to bend/stoop, climb stairs, crouch, kneel, push/pull and reach. The employee performs repetitive motion using a computer mouse and keyboard to type.
Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
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Reasonable Accommodations
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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COVID Vaccination
Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.
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