Coordinator, Administrative Program

University of Utah; Salt Lake City (UT); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Registrar’s Office staff member to support the educational mission. This role involves maintaining accurate student records, coordinating registration processes, and evaluating degree completion. The ideal candidate will have strong analytical and organizational skills, as well as experience with degree audit systems. Join a dynamic team that values diversity and is committed to improving access to higher education. This position offers a unique opportunity to impact students' academic journeys and contribute to a collaborative environment focused on excellence.

Benefits

Retirement Plan

Health Insurance

Flexible Work Hours

Professional Development Opportunities

Qualifications

• Bachelor’s degree or equivalent with 1 year of related experience required.
• Strong coordination and organizational skills necessary.

Responsibilities

• Coordinate degree audit encoding and monitor resources for timely delivery.
• Evaluate degree audits and communicate accurate information about student status.

Skills

Analytical Skills

Communication Skills

Organizational Skills

Interpersonal Skills

Education

Bachelor’s degree in a related field

Tools

Degree Audit Systems (uAchieve, Stellic)

Student Information Systems (PeopleSoft)

Job description

Priority Review Date (Note - Posting may close at any time)

Job Summary

The Registrar’s Office performs an essential role in supporting, facilitating, and promoting the educational mission of the University of Utah by maintaining accurate student records, coordinating the registration process, scheduling academic classes, evaluating candidates for graduation, and providing the latest in technology and online self-service access to student record information via our robust web presence.

This position is integral in the procedural matters related to encoding the degree audit system to reflect changes in university curriculum and evaluating and certifying student degree completion. Provides support to the general campus community as well as other divisions within the office who rely upon the accuracy of degree audits, including athletics compliance, registration, and transfer articulation. Plans and coordinates daily encoding and evaluation tasks as well as larger scale projects in concert with other staff in the Registrar’s Office and partners across campus. Attends and plans relevant meetings and consultations with University Information Technology, Curriculum Administration, and other academic departments and service areas.

Responsibilities

• Understand and apply degree requirements and rules
• Configure curriculum/program requirements into the degree audit software
• Coordinate procedural matters regarding the day-to-day operations of degree audit encoding and monitor resources to guarantee on-time delivery
• Provide prompt, reliable, and friendly service and information to students and advisors related to applying for graduation, the evaluation and certification process, and best practices of using the degree audit system.
• Evaluate degree audits and other student records and communicate accurate information about a student’s status related to degree attainment. Including the evaluation of progress towards degree completion, the certification of degrees earned, and the distribution of diplomas.
• Support outreach and marketing efforts to increase utilization of products by both students and academic departments
• Provide functional support of administrative tasks such as covering phones, email, and in-person inquiries from Registrar’s Office staff and campus partners
• Provides backup coverage for office services on an as-needed basis
• Assist with training the campus community on using products including updating and distributing training materials, as needed
• Take meeting minutes and action items during meetings and perform basic follow-up as needed
• Report on software efficiency, resolve issues, and make recommendations to update systems/technologies for campus community
• Assist with the maintenance of web presence
• Other duties as assigned

May act as the University’s representative for this field or specialty area when contacting other departments and outside organizations.

Minimum Qualifications

Bachelor’s degree (or equivalency) in a related field plus one year directly related experience or equivalency. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Department Specific Preferences

• Six years related experience or equivalency (1 year of college education is equivalent to 1 year of related work experience).

Other Preferences

• Experience in using Degree Audit Systems (such as uAchieve or Stellic) or relational datasets and queries
• Familiarity in using or maintaining student information systems (PeopleSoft, etc.)
• Exposure to curriculum and/or advising in a higher education setting
• General knowledge of university academic policies and procedures
• Demonstrated ability to analyze and make decisions
• Interpersonal communication skills
• Ability to work independently to accomplish tasks

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at [phone] for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at [phone] or [phone] or University Human Resource Management at [phone] if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Do you have a related Bachelor’s degree or equivalency? (1 year related work experience may be substituted for 1 year of education)
  • Yes
  • No
• * Indicate the number of years experience you have in coordinating program activities, developing and implementing program goals, creating financial reports, and/or editing promotional or educational materials:
  • No experience
  • Less than 1 year
  • 1 year or more, but less than 2 years
  • 2 years or more, but less than 4 years
  • 4 years or more
• * Indicate the number of years' of experience you have working in higher education.
  • No experience
  • Less than one year
  • 1 year or more, but less than 2
  • 2 years or more, but less than 4
  • 4 years or more
• * How many years of experience do you have with CollegeSource (uAchieve) or other degree audit systems?
  • a. No Experience
  • b. Less than 1 year
  • c. 1 year or more, but less than 2 years
  • d. 2 years or more but less than 4 years
  • e. 4 years or more

Required Documents

• Resume
• Cover Letter

Optional Documents

University Human Resource Management
250 East 200 South, Suite 125 Salt Lake City, UT 84111
Contact us: [phone] By Email: [e-mail]