Student Information Specialist

Apply now Job no: 515598
Classification:Student Services Technician 2
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Southeast
School/Business unit:Student Services
Location: Juneau
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical, Student Affairs/Services

Position Summary:

The UAS Registrar’s Office is seeking a Student Information Specialist. This position It is the first point of contact for the Office of the Registrar and Admissions' office (One Stop Shop) and must have general knowledge of all aspects of the university as this area is considered the general information desk for the entire university.

Duties:

15Back up other RO staff positions by processing, auditing, and maintaining accurate student records, registrations, add/drops, withdraws, and waitlists, enrollment and degree verifications, and FERPA releases. Assist students with a wide array of academic registration and enrollment services. Provides guidance and assistance for admissions, registration, UA Online service, and class lists/grade rosters. Update the Banner Student Information System with new information received from students, maintaining and repairing problems pertinent to student records. Maintain strict confidentiality of records information and exercise independent judgment for everyday problems. Work closely with all academic departments, including advisors, cashier, and the registrar. Upload Accuplacer placement scores into UA databases daily. Opens and closes front counter and office. Back up various areas as needed or assigned by supervisor. Serves as point person for miscellaneous projects as assigned by supervisor. Other duties assigned.Essential
15Maintains Admissions and Registrar''s Office web sites to ensure up to date information is posted. Serve as Admissions backup for undergraduate application processing. Enter and manage data for degree program students and applicants including reviewing all admissions applications for completion. Participate in statewide imaging work team; represent UAS needs and concerns. Train new users on imaging system and provide technical assistance. Research and test improvements to systems. Update and deactivate files as necessary including change in status, major, or advisor. Determine proper coding for student and degree program information for input into the UA database. Input all admissions information including biographic and demographic data, and prior academic experience information. Back up other RO staff positions by processing, auditing, and maintaining accurate student records, registrations, add/drops, withdraws, and waitlists, enrollment and degree verifications, and FERPA releases. Assist students with a wide array of academic registration and enrollment services. Provides guidance and assistance for admissions, registration, UA Online service, and class lists/grade rosters. Update the Banner Student Information System with new information received from students, maintaining and repairing problems pertinent to student records.Essential
70TELEPHONE/FRONT COUNTER: The first point of contact for the Office of the Registrar and Admissions' office (One Stop Shop) and must have general knowledge of all aspects of the university as this area is considered the general information desk for the entire university. It is the first interaction with students, staff and the general public have with the university, thereby setting the tone for customer service and public information. Interacts with faculty, staff, students, and administration as well. As primary receptionist/switchboard operator, this position disseminates information to prospective students, faculty and staff, and general public via telephone in an enthusiastic, courteous and professional manner. Requires a broad knowledge of UAS (including policies and procedures), with more in-depth knowledge of the Registration/Records and Admissions processes. Assist students with a wide array of academic registration and enrollment services. Provides guidance and assistance for admissions, registration, UA Online service, and grades. Assist faculty with problems regarding areas such as registration, special permissions and other aspects of the registration unit. Assist students through point of contact decision-making authority and assisting with general inquiries. REGISTRATION: Provide support to the Associate Registrar. Process registration forms, add/drop forms for correct class information, fee assessment, departmental permission and personal student record data. Prepare any correspondence in reference to transcript holds, registration issues, and enrollment verification. Apply problem-solving and research skills to resolve registration issues. Maintains confidentiality of records information and exercises independent judgment. Adheres to FERPA standards. Cross-train within the Office of the Registrar (including Admissions) to aid in the overall functioning, respond and research if necessary to the general email account, and perform other duties needed (i.e. Enrollment/Degree Verifications). Monitors general office email account, fields inquiries, and forwards to appropriate office staff. Responsible for proper handling, confidentiality and storage of all incoming admissions and registrar documents. Open, sort, and prepare all incoming mail for Admissions and Registrar''s office. Verify authenticity of incoming documents as official or unofficial. Determine which incoming mail is not to be scanned and direct it to the appropriate personnel. Process documents for digital imaging and confirm they are in PCI DSS (Payment Card Industry Data Security Standards) compliance. Scan appropriate documents, index, view and edit files, upload into workflow for distribution to appropriate functional areas, and maintain document archives. Properly index documents by Owner, Document type, basic student information and other indexes. Provide adequate quality control for scanned images. Maintain original paper documents for required retention period and prepare for destruction or disposal.Essential

This is a position that must be customer friendly at all times. Often decisions are made that affect a person considering attending or continuing their education at this institution by the type of assistance that we provide, retention. The person in this position needs to handle stress well while working under pressure and multi-tasking. The person needs to be dependable, flexible, highly organized, and have the ability to resolve problems effectively.  

Located in the ancestral homeland of the Tlingit, Haida, and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.

As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.  All interested persons should apply online. 

Education & Experience

  • High school graduate or GED and one-year college coursework in a related field is required, or an equivalent combination of training and experience is required.
  • Previous experience working successfully with people of diverse cultural and ethnic backgrounds is preferred.

Knowledge/Skills/Abilities

  • Acute attention to detail and organizational skills to demonstrate your ability to retain detailed information across multiple semesters (throughout the year).
  • Exceptional customer service and ability to work independently and multi-task.
  • Demonstrated knowledge of student information system and degree audit systems.
  • Previous degree and/or higher education auditing experience and database management skills.
  • Demonstrated ability to coordinate and organize events.
  • Strong knowledge of FERPA or an equivalent federal regulation.
  • Ability to read/write SQL queries.
  • Ability to maintain the confidentiality of information.
  • Must have strong written and verbal communication.
  • Strong computer skills including Microsoft Office, Adobe Acrobat, and Google suite.
  • Work with a diverse population with conflict resolution skills.
  • Effective conflict resolution and problem-solving skills.
  • It is essential that this person displays a professional and courteous manner with the ability to interact well with students, staff and faculty.
  • Must be punctual and have regular attendance.

Typical Experience

Academic office work experience with familiarity of office machines; multi-line phone system, computers, fax machine, copier, 10-key calculator, and printers. Must have experience working with computers, word processing and computer operating systems.

This is a full-time, Grade 76, 12-month, non-exempt staff position complete with a competitive salary and employee benefits package.  

A complete application will include a resume, cover letter, and contact information for three professional references.

The initial application review date will be September 21, 2020. To ensure consideration, please apply by September 20, 2020, by 11:55 pm Alaska Standard Time.  The position will remain open until filled.

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

The University of Alaska is a Drug-Free Workplace.

University of Alaska campuses are Tobacco-Free. 

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact the University of Alaska HR at 907-450-8200.

 

Advertised: Alaskan Daylight Time
Applications close:

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