Operations Coordinator – Registrar/Academics

University of Saint Mary; Leavenworth (KS); On-site; USD 35,000 - 50,000; Full time

Job summary

The University of Saint Mary is seeking an Operations Coordinator for the Registrar/Academics team. This entry-level role involves data entry and customer service, supporting both academic administration and registrar functions. Full-time employees enjoy comprehensive health benefits and tuition remission.

Benefits

Medical, Dental, Vision

Tuition Remission

Long-Term Disability Insurance

Qualifications

• Experience in a customer service role, preferably in an academic setting.
• Strong attention to detail and confidentiality of student records.

Responsibilities

• Perform data entry and handle routine requests.
• Maintain confidentiality of student records and assist with special projects.
• Provide customer service regarding the registration process.

Skills

Customer Service

Data Entry

Confidentiality

Communication

Education

Bachelor's degree

Job description

Operations Coordinator – Registrar/Academics

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Operations Coordinator – Registrar/Academics

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The University of Saint Mary is conveniently located a short 30 minutes’ drive from Parkville, Shawnee, Basehor and Kansas City, Kansas. USM offer all full-time employees Medical, Dental, Vision, University Paid Basic Life & AD&D, Short and Long-Term Disability along with a generous Tuition Remission for the employee, spouse and dependents under the age of 24 years old.

The History Of The University Of Saint Mary

The University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas, just 25 minutes away from Kansas City. For over 100 years, the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills. USM serves about 1,400 students at its main campus in Leavenworth, its satellite location in Overland Park, as well as online.

Position Summary

TheOperations Coordinator – Registrar/Academics performs data entry, handles routine requests, and provides excellent customer service to students, faculty, staff, and the general public. This is a full-time, hourly position divided equally between the Registrar and Academic Affairs Offices.

General Duties

• Maintains the confidentiality and protection of student records
• Assists with special projects and tasks as requested
• Orders office supplies as needed
• Assists with convocation, commencement activities, and other university ceremonies and events as requested
• Maintains room reservations for classrooms – including room schedule charts, meeting rooms and university spaces
• Maintains official timeline and operations calendar and sends out mass emails regarding academic and university governance reminders and deadlines
• Performs other duties as assigned
  
  

Registrar Essential Functions

• Maintains Registrarinbox, forwards tasks to the appropriate individuals
• Provides accurate and timely data on requests for deferments, degree verifications, and enrollment verifications
• Processes requests for transcripts, student grade records, course descriptions, and other information in accordance with privacy laws and university policies
• Greets visitors in person or on the phone, providing customer service with advice and guidance regarding the registration process; may refer customers to appropriate staff
• Responds to Registrar Office inquiries by telephone or letter regarding academic standing, transcript problems, and unclear or irregular transcript requests
• Processes name changes and updates other academic and demographic information
• Processes course modifications to include adding/deleting courses and sections, updating instructor information, days/times/rooms/location
• Processes Solomon Amendment requests
• Processes student FERPA updates and sends out annual FERPA notifications
• Manages department budget
• Responsible for course setup and registration associated with continuing education workshops
• Monitors incomplete grade assignments
• Processes personal information updates, which include monitoring the need for Professional License Disclosures
  
  

Provost Essential Functions

• Assists with processing and tracking adjunct contracts, particularly with processes involving accreditation and Human Resources compliance requirements such as background checks, credentials, and other required documentation for an adjunct faculty file
• Collects and maintains files of course syllabi each academic semester
• Assists with academic waivers, substitutions, student overloads, and other academic approval requests received from divisions and forwards to the appropriate Registrar’s Office staff for processing
• Prepares and distributes correspondence each semester related to students' academic progression each semester including academic dismissal, probation, continued probation, dean’s list, and return to good standing
• Implements electronic faculty file system for adjunct and full-time faculty records and scans all current records into this platform
• Assists in maintaining the Provost's email inbox
• Collects data for pass rates, program enrollment, retention, and graduation goals and data, clinical and internship sites, and Next Destination data from divisions annually
  
  

To Apply

Submit a cover letter, resume and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.

Questions: email human resources at [e-mail]

Seniority level

• Seniority level

  Entry level

Employment type

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  Higher Education

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