Assistant to the Registrar

University of North Dakota - Grand Forks, ND

Full-time

Hybrid - Grand Forks, ND

Educational Services

About the position

The purpose of this position is to provide administrative support to the registrar and associate registrar including, but not limited to general calendaring, budgeting, office receptionist, and general student service support in a variety of functions. This position reports directly to the registrar and will interact with many university staff and faculty members.

Responsibilities

• Provide coordination and support for all University Council, University Senate, and Senate Executive Committee databases, elections, correspondence, calendars, websites, activities including archiving, explaining policies and procedures, and document organization.
• Assist in taking minutes at all University Council, University Senate, and University Senate Executive Committee meetings.
• Create and maintain a database for University Council and University Senate to determine voting eligibility, electability, and correspondence.
• Maintain the University Senate calendar for meetings, agenda proposals, balloting, and other mandatory functions.
• Prepare all Senate correspondence for the University Registrar and the Senate Chair as needed.
• Oversee all Senate election processes including creating and maintaining official election ballots.
• Collect agenda items, prepare agendas, prepare and disseminate minutes.
• Maintain records, ballots, committee preference information, and Senate Committee membership.
• Provide information regarding Senate policies and procedures to faculty members and administration.
• Maintain and keep current the University Senate website complying with the most up-to-date accessibility standards.
• Serve as a university-wide Access Control Officer for the Student Records system in PeopleSoft.
• Receive campus wide requests for security access to Campus Connection.
• Verify that the department supervisor has approved the access request.
• Review requests to ensure the request is appropriate for each individual.
• Review security, as necessary, to check for compliance with FERPA regulations.
• Add and delete roles and security settings for users in Campus Connection.
• Provide technical assistance to users experiencing technical issues by phone, email, or video.
• Run reports on security access to determine if users are missing needed security such as faculty access for final grading.
• Assist with the coordination of work and sitting of priorities in the administrative Office of the Registrar; maintain the Registrar's calendar and coordinate meetings for the Registrar; organize, compose, and produce correspondence for the Registrar; complete other duties as assigned.
• Support the Registrar by coordinating and prioritizing correspondence, meetings, and workload.
• Compose letters and memos, as well as design, word process, and disseminate other office correspondence such as reports, tables, and brochures.
• Dictation, note-taking, and transcription for student-related and committee-related activity.
• Assist in responses related to degree verification.
• Provide support to the Academic Policies and Admission Committee, Administrative Procedures Committee, and Student Academic Standards Committee, with extensive documentation related to the academic grievance process.
• Assist with travel arrangements for the Registrar and other office staff.
• Organize meetings and maintain calendars including interoffice absence calendar.
• Monitor status of long-term projects ensuring completion of task by deadlines to meet strategic priorities.
• Keep an updated list of Office of the Registrar emergency contact information that is readily accessible to all personnel via a shared resource.
• Collaborate with Unified Communications on the Office of the Registrar telephone system. Periodically monitor telephone system to ensure student and customer satisfaction. Report any irregularities to supervisor and Unified Communication.
• Arrange for shredding of sensitive documents.
• Perform other similar related duties which may not be specifically included within this position description, but are consistent with the general level of the job responsibilities.
• Office receptionist and student service provider.
• Answer phone, greet visitors, and provide information and directions.
• Monitor and respond to office email accounts.
• Distribute and collect forms.
• Work with SFA in recruitment processes for student assistants. Assist with interviewing and hiring of Student Assistants. Process Student Assistant paperwork. Track and monitor student assistant payroll forms. Train and monitor student assistants while they assist with phone and receptionist duties.
• Assist students with using Campus Connection.
• Code decedent data.
• Order office supplies, requirement, and computers. Surplus items as necessary.
• Provide backup to other office functions as required.
• Data entry for transcript recreates.
• Proofreading and verification duties as assigned.
• Process program plan/advisor changes when primary person is out.
• Work in AI Portal and Army Ignited to enter grades for military students.
• Assist in the graduation processing for three main University graduations.
• Assist with processing graduation applications against Campus Connection.
• Work with departments on problems/issues regarding the student graduation application.
• Assist with proofreading graduation list, program book, and photo cards.
• Assist with University commencement ceremonies.
• Manage budget processes.
• Work with the Shared Services Center to process payments due.
• Work with the Shared Services Center to process employee travel expenses.
• Process credit card statements.
• Make cash deposits and process credit card settlement charges.
• Balance department's accounts on a monthly basis in conjunction with Shared Services Center.
• Inventory and Forms Management and Office Equipment Inventory.
• Monitor usage of and maintain office supplies.
• Monitor usage of forms and maintain supplies.
• Complete the yearly inventory and inventory report of office equipment.
• Work with IT on ordering new computer equipment that is due in rotation.
• Complete the annual Key Inventory Report.

Requirements

• HS Diploma and/or GED
• Two or more years of full-time work experience
• Successful completion of a Criminal History Background Check

Nice-to-haves

• One or more years of college.
• Two or more years working in a higher education setting.
• Knowledge of the Family Educational Rights and Privacy Act of 1974, as amended.
• Knowledge of Student Information Systems (PeopleSoft preferred).
• Knowledge of Document Imagining Systems (Perceptive Content preferred).
• Knowledge of Microsoft Office products (365 Platform Suite preferred).
• Cash handling experience, a plus.
• Experience with Jaggaer.