Registrar Operations Specialist

Fresno Pacific University; Fresno (CA); On-site; USD 39,000 - 43,000; Full time

Job summary

Fresno Pacific University is seeking a Registrar Operations Specialist to support daily Registrar’s Office operations. The role coordinates communications, follows up on questions, trains users on processes and helps resolve issues with students, faculty and staff.

The position maintains university databases, assists with course creation and enrollment activities, and supports articulation and transfer projects. Strong communication and organizational skills are essential.

Qualifications

• High School Diploma required; two years of customer service experience preferred.
• Bachelor’s degree preferred; knowledge of Colleague SIS is a plus.
• Strong communication, teamwork and organizational skills required.
• Detail oriented with ability to develop plans and manage multiple tasks.

Responsibilities

• Assist in securing grade entries and entering grades in SIS.
• Coordinate catalog edits and course offerings for each semester.
• Maintain and update student records and files in the system.
• Provide accurate information to students, faculty and staff on policies.
• Answer phone calls and assist with routine registrar inquiries.
• Support articulation projects and transfer processes with the Registrar.

Skills

Customer service

Strong communication

Team collaboration

Detail oriented

Project management

Planning and execution

Education

High School Diploma

Bachelor’s Degree

Tools

Colleague SIS

Microsoft Office

Job description

The Registrar Operations Specialist supports the daily operations of the Registrar’s Office and helps ensure students, faculty, and staff receive timely, helpful service. This position works closely with departments across the university to coordinate communication, follow up on questions and requests, and help resolve issues. The specialist also trains students, staff, and faculty on established and newly implemented processes. Depending on the needs of the office, this position may focus on a specific area of Registrar operations.

• Assist in securing grade entries from all faculty and entering grades into Student Information System

• External transcript evaluation and articulation of external credit into Student Information System

• Coordinate with faculty, program directors, and department chairs to ensure timely section creation for each semester’s section offering

• Communicate with program directors and appropriate academic committees to create new courses

• Communicate with staff and faculty to ensure timely completion of catalog edits each year

• Maintain and create course class offerings in Colleague for each semester.

• Monitor course enrollments and alert faculty and leaders about the need to add or cancel classes.

• Work closely with program assistants, faculty, and staff to ensure that all relevant course and section material is entered on time

• Communicates clearly, listens attentively, and seeks to understand others

• Serve as a resource to students, faculty, staff, and general public by providing accurate information related to student records, registration and university policies and procedures

• Accurately maintain university databases and systems information

• Attend regional campus events to assist and represent the Registrar’s Office, such as enrollment express, commencement, orientation, and other events as needed

• Clearly explain university policies to faculty, students, and staff

• Develop and maintain physical and electronic student records and files

• Support Senior Registrar Coordinator with projects

• Answering incoming phone calls coming through the main Registrar’s Office phone number; outgoing calls and follow up

• Troubleshooting errors or student/faculty/staff difficulties with Registrar processes

• Updating information in Colleague as requested through Student Information Update forms and filing in Etrieve

• Pulling and sometimes editing various Informer reports to gather information for specific dates/details that pertain to certain forms, obtain various student information, attendance records, active degree applications

• Complete dropping/closing waitlists, withdrawal, status changes, updating of enrollment/status, and re-enrollment process in Colleague

• Work closely with the Associate Registrar to support articulation efforts of the university

• Responsible for development, maintenance and implementation for specific transfer/articulation projects and systems

• Develop and maintain physical and electronic student records and files

• Demonstrate a commitment to serving and inspiring students and colleagues in a context of a Christian University, integrating your Christian faith into your role and responsibilities.

• Embrace mission, vision, and values of Fresno Pacific University, affirm the FPU Faith Expectations, and support the ideals and practices articulated in "The Fresno Pacific Idea"

• Uphold and advance Fresno Pacific University’s commitment to Christ-centered higher education, holistic student development, and serving diverse communities.

• Complete tasks timely with work that is comprehensive, complete, and accurate

• Communicates clearly, listens attentively, and seeks to understand others

• Collaborates productively with colleagues of varying skillset

• Other job duties as assigned

Required:

• High School Diploma

• Minimum 2 years of customer service experience

• Excellent communication and team skills

• Detail oriented and able to develop new ideas and create a plan of action

• Developed project management skills

• Proven ability to bring projects to completion

• Strong organizational skills, with the ability to prioritize multiple requests and handle them in an efficient and expedited manner

Preferred:

• Bachelor’s Degree

• 1 year of office experience

• Training and understanding of Colleague software or a similar SIS

• Knowledge of FERPA requirements and other applicable laws

• Proficiency and advanced knowledge of Microsoft Excel, PowerPoint, and Word software packages

• Ability to build campus relations to expedite work and projects

Environmental Conditions:

• Indoors in a normal office environment with little exposure to excessive noise, dust, fumes, vibrations, and temperature changes at least eighty percent (80%) of the time.

• Frequent computer use at a workstation, up to eight hours per day.

• Frequently work at a fast pace with unscheduled interruptions.

• Drive personal or University vehicles to appointments.

• Public contact position requiring professional apparel, personal hygiene, and grooming.

Physical Demands:

• This position typically functions indoors in an office environment with light to moderate noise associated with business office equipment. The position may involve travel for meetings and events.

• While performing the duties of this job, the employee is regularly required to: remain in a stationary position 80 % of the time, be able to move about inside the office to access file cabinets/office machinery etc., operate a computer and keyboard and other office productivity machinery such as calculators/copy machines/printers. The employee is occasionally required to position self to reach items on the floor and in high cabinetry.

• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 40 pounds. Employee must be able to communicate with others to exchange information including both over the telephone and in-person communication with callers and community members and be able to read a computer screen and paper documents.

• Reasonable accommodations for those with disabilities will be provided in accordance with law.

$39,360 to $42,640 is the annual starting salary for this role and reflects what Fresno Pacific University reasonably expects to pay for this position. Actual compensation may vary based on qualifications, experience, and internal equity. In addition to compensation, FPU offers a competitive benefits package.

Reserving its rights as a religious institution, Fresno Pacific University is an equal employment opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, age or disability, or other classes protected by applicable law. Committed to excellence and actively supportive of cultural diversity, FPU invites individuals who contribute to such diversity to apply. If you need assistance or an accommodation due to a disability, you should contact FPU’s Human Resources Department at [e-mail]. As a religious institution, the University will administer the equal opportunity employment policy consistent with the Fresno Pacific University statement of faith, the FPU Idea and the University’s governance by the Pacific District Conference of Mennonite Brethren Churches.