Registrar Specialist (SUA 2)

PennWest; California; On-site; USD 55,000 - 75,000; Full time

Job summary

PennWest California campus is seeking a Registrar Specialist to operate with minimal direction, handling Ellucian Banner and Self-Service software, including maintenance of registration terms, rules, time status and overrides. You will serve on a campus registration team handling challenges and configuration problems.

The role focuses on registration, records and academic history, with secondary duties in catalog and schedule maintenance.

Qualifications

• A bachelor's degree is required for this position.
• 1-3 years of experience in higher education, admissions, academic or registrar’s office.
• Experience with Ellucian Banner SIS or similar software.

Responsibilities

• Handle registration and records tasks including term processing, waitlists and overrides.
• Configure catalog, curriculum, CPOS and degree audit in Banner.
• Train staff on Banner, Argos, Degree Works, Modern Campus, Banner Self-Service and related systems.
• Support OTR and reporting on enrollment, academic standing and prerequisites.
• Maintain FERPA compliance and practice paperless office processes.

Skills

Attention to detail

Analytical thinking

Self-direction

Education

Bachelor's degree

1-3 years higher education experience

Tools

Ellucian Banner SIS

Banner Self-Service

Degree Works

Argos

Workflow system

Job description

Working with minimal direction from the Registrar, performs all tasks and projects related to Ellucian Banner and Self-Service software, including but not limited to the maintenance of registration terms, rules, time status and overrides. Serves on a team as campus point for registration challenges, issues, configuration problems.

The primary responsibilities for this position relate to registration, records, and academic history. The Registrar Specialist position requires a high level of attention to detail as errors are noticed not only internally but also to external constituencies.

The secondary responsibilities for this position relate to catalog and schedule maintenance. Assisting with the configuration of the academic catalog, configuring and update curriculum, working daily with the degree audit team and responsible for schedule updates all make this position complex and detail oriented. Self-direction is key.

This position is highly complex and requires excellent analytical thinking, time management and critical thinking skills. Self-direction and autonomy of work are key for this position. This position performs the following general and specific duties:

ESSENTIAL DUTIES :

General Responsibilities:

• Demonstrates strong knowledge of FERPA compliance for students, staff and faculty and advises the three campus communities on appropriate approaches.
• Works daily, effectively and provides leadership with Banner, Argos, Banner Document Management, and Degree Works, Modern Campus, Banner Self-Service, and Workflow system.
• Creates and modifies workflows, online forms, and webpages for submission of requests regarding withdrawals, drops, major changes etc.
• Works with the OTR clerk staff to monitor/respond to the OTR email account, phone calls, in person requests/challenges and incoming mail.
• Practices in working towards a paperless office.
• Practices professional communication with all institutional constituencies.
• Practices good academic record keeping by utilizing/scanning/indexing to Banner Document Management for all updates to student records.
• Trains institutional constituencies on how to use Banner, Argos, Banner Document Management, and Degree Works, Modern Campus, Banner Self-Service.

OTHER DUTIES :

Primary Responsibilities:

• The primary responsibility for this position is with registration, records, and academic history.
• Self-direction in day-to-day work and tasks.
• Manages and works primarily with Registration and Records and academic history.
• Assists the Associate Registrar on all registration and records related activities and assignments.
• Reviews and manages all registration challenges.
• Manages and configures all beginning of term processing including but not limited to setting up term rules, permitting, group registration rules and maximum hours.
• Assists the Associate Registrar with Course Program of Study ( CPOS ) configuration and management.
• Assists the Associate Registrar and configures/completes end of term processing including but not limited to processing of grade changes, repeat processing, academic standing calculations, incomplete grades, missing prerequisites.
• Assists with distance education processing, registration, and notifications.
• Works with reports to be delivered to the campus community with regards but not limited to enrollment, academic standing, and missing prerequisites.
• Configures and works with OTR leadership on configuration of waitlists, waitlist management,
• Assists with roster verification and processing, works closely with the Office of Student Success and Starfish in this regard.
• Assists with term withdrawals and processing, working with financial aid and student accounts on potential registration issues, can make decisions about the appropriateness of a withdrawal request.
• Processes all administrative registration changes that require approval, i.e., study abroad, challenge exams, distance learning and internships.
• Works with the National Student Clearinghouse on reporting, submission of enrollment files, correction of errors.

Secondary Responsibilities:

• Assists with configuration of the academic catalog in cooperation with the Associate Registrar.
• Works and assists with the catalog management process, edits, and updates.
• Works and assistants with the curriculum management process, edits, and updates.
• Creating, updating, revised majors, minors, concentrations in Banner as needed.
• Advising OTR leadership when curriculum errors are presented.
• Configures new curriculum/programs in Banner, regularly updates Admissions, marketing, and other institutional offices regarding new, ending and/or moratorium programs.
• Manages schedule update process through reports, training, and resolving errors. Works in collaboration with the Deans and Provost on schedule development.
• Works with the Associate Registrar on reviewing catalog changes from ICC and configures them in Banner. Build new courses, makes changes to existing courses.
• Works with academic scheduling to update any catalog changes after the schedule has been configured.
• Assists with the OTR leadership, Academic Affairs with completion and creation of the academic calendar.

Additional Responsibilities:

• Assists and verifies student eligibility process for the three campuses. Knowledge of NCAA constitution and by-laws include requirements of student athletic rules, policies, and procedures. Attend NCAA related meetings.
  • Identify gaps or challenges with any certification and work with compliance and the Registrar to resolve as needed.
• Assists the OTR leadership with implementation of new technologies, testing and configuration review for improvement.
• Create in word/adobe and maintain all forms used by faculty/staff/students that involve the Office of Academic Records
• Develop and execute continuous training for all faculty and staff for Degree Works, Registration, Schedule building, Waitlist management.
• Assists with and is responsible for updating and resolving errors with the submission of enrollment to the National Student Clearinghouse
• Reviewing reports as required to successfully navigate duties.
• Production of transcripts as needed.
• Other duties assigned by the OTR leadership.

Required Skills, Knowledge & Abilities

Minimum of Education / TrainingRequired Education Summary

A bachelor's degree is required for this position. 1-3 years of experience in higher education, admissions, academic or registrar’s office. Experience with Ellucian Banner SIS or similar software.

Preferred Qualifications

Physical Demands

Work Location

Work Location Clarion or California Campus

Is travel to other PennWest campuses required for this position? If so, how often?

Work Hours

Posting Date

Closing Date

Open Until Filled Yes

Diversity Statement

PennWest University's Office of Community, Opportunity, Responsibility, and Engagement ( CORE ) provides strategic leadership in fostering a campus environment grounded in dignity, belonging, and opportunity for all students, faculty, and staff. Through comprehensive programs and collaborative partnerships, CORE advances student success, cultivates academic and leadership development, and strengthens community engagement in alignment with the university’s mission.

ADA Statement

To request reasonable accommodation to participate in the job application or interview process, contact Amy Salsgiver, ADA Coordinator, [e-mail] ; 814-393-2109. Pennsylvania Western University complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.

EEO Statement

Pennsylvania Western University of Pennsylvania is committed to providing equal access to all individuals and prohibiting any form of discrimination and harassment on the basis of race, color, religion, national origin, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity and expression, pregnancy, genetic information, disability, status as a veteran, or any other characteristic prohibited under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations. Direct inquiries to the Title IX Coordinator, 423 Becht Hall Clarion Campus 16214-1232; email [e-mail] or phone [phone]. Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * What is the highest level of education attained?
  • GED
  • High School Diploma
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • PHD
• Yes
• No
• Are you experienced in Banner, ESS/Sourcepoint?
  • Yes
  • No

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents

• Transcripts
• DD214

PennWest California, 250 University Avenue, California, PA 15419