Specialist - Academic Affairs

Gwinnett Technical College; Patterson (CA); On-site; USD 38,000 - 51,000; Full time

Job summary

Gwinnett Technical College in Georgia is seeking a Specialist – Academic Affairs to join the Registrar’s Office. This full-time on-campus role at the Lawrenceville campus requires a 40-hour work week, with a schedule Monday-Thursday 8am-6pm and Friday 8am-4pm, occasional Saturdays/evenings, and potential work at Alpharetta-North Fulton Campus.

The ideal candidate has an Associate’s degree and three years of related experience, strong computer and communication skills, and experience with

Qualifications

• Associate’s degree and three years of related work experience.
• Strong computer and interpersonal, written and verbal communication skills.
• Ability to multi-task in a fast-paced office environment and meet deadlines.

Responsibilities

• Assists with phone, voicemail, instant messaging and email communication related to FERPA, Registrar Office policy, procedure and processes including Banner/Ellucian Experience issues, student record requests, registration changes, etc.
• Assists Enrollment Advising Team in answering questions regarding Transient Students & general Registrar’s Office questions.
• Serves as the Registrar’s point of contact for the Bursar’s Office to assist with student records during payment disbursement periods.
• Supports Registrar Office with processing transient student applications and supporting documents, add/drop/swap forms, no shows, reinstatements, withdrawals, grade changes and other Dynamic Forms for the Registrar’s Office; transcript printing; clearing National Student Clearinghouse and Technical College System of Georgia error reports, issuing transfer credit, etc.
• Process transcripts, Accuplacer/SAT/ACT scores using Banner Student Data Management System (BDMS) and Parchment’s Robo Registrar. Scan and index documents to students’ BDMS records.
• Assists with registration labs and graduation activities. Assist with the design and execution of special events, projects and activities as needed.
• Assists Registrar’s Office with providing guidance and information regarding Registrar and Graduation Office policies, procedures and FERPA information to faculty, staff, Division Deans and Program Directors.
• Performs other duties as assigned in the fulfillment of the needs, philosophy, and purpose of Gwinnett Technical College.

Skills

Interpersonal skills

Written communication

Verbal communication

Data analysis

Multi-tasking

Customer service

Education

Associate’s degree

Tools

Staff Banner

Target X

BDMS

DegreeWorks

Parchment

Tassel

SQL

Microsoft Office (Excel)

Job description

Explore a World of Opportunity with the State of Georgia! We are the force that drives Georgia! Georgia State Government is a large enterprise, composed of various agencies and entities with a common goal to improve the lives of Georgia’s more than 10 million citizens! Join Team Georgia and impact lives everyday while receiving a robust benefits package designed for every stage of your career!

Job Title: Specialist – Academic Affairs
Agency: Gwinnett Technical College
Job Requisition ID: JR0000006443
Shift: Day (United States of America)
Compensation Details: 44,370/YR.

Employment Terms: This job is a full time, benefited, FLSA non-exempt position in the Registrar’s Office which reports to the Assistant Director of the Registrar’s Office.

Schedule: This is a 40-hour per week, on-campus position at the Lawrenceville campus. Must be available to work Monday through Thursday between 8 am and 6 pm and on Friday between 8 am and 4 pm. Occasional Saturdays and some evenings. Schedule is subject to change. May occasionally work at the Alpharetta-North Fulton Campus. Flexibility is a must.

Minimum Qualifications: Associate’s degree from an accredited institution of higher education *and* three (3) years of directly related work experience.

Preferred Qualifications: Associate’s Degree from a regionally accredited college or university and three (3) years of work experience in a postsecondary Registrar Office, Academic Advisement or Student Affairs environment. Strong computer and excellent interpersonal, written and verbal communication skills; ability to analyze data and make decisions. Must possess ability to multi-task in a fast-paced office environment, problem solve and maintain effective relationships within a team environment; proficiency in Staff BANNER, Target X, BDMS, DegreeWorks, Parchment, Tassel, SQL and Microsoft Office applications to include mail merge and excel. Possesses effective time management skills. Anticipate needs and/or opportunities to find effective solutions. Able to prioritize tasks based on the needs of the department while managing multiple responsibilities and successfully meeting deadlines. Ability to interact effectively as a member of a team and to work collaboratively with other departments. Ability to listen to customers (e.g., students, staff, and faculty) and to understand and respond positively to their requests. Ability to adapt to changing assignments and multiple priorities. Must possess a demonstrated ability to provide exceptional customer service to both internal and external customers. Attention to detail is a must.

Certain positions are subject to pre-employment and random drug testing. Refusal to take the test or a positive result will lead to separation and a 2-year ineligibility period for state employment. Additionally, for any employment offer that includes a required drug test, the test must be completed within 48 hours. Failure to comply will result in the offer being rescinded and a 2-year ineligibility period for state employment.

Job Description Summary

Under general supervision manages phone, voicemail, instant messaging and email communication related to Registrar Office policy, procedure and processes including Banner/Ellucian Experience issues, student record requests, registration changes, etc. Assists Enrollment Advising Team in answering questions regarding Transient Students & general Registrar’s Office questions. Serves as the Registrar’s point of contact for the Bursar’s Office to assist with student records during payment disbursement periods. Supports Registrar Office with processing transient student applications and supporting documents, add/drop/swap forms, no shows, reinstatements, withdrawals, grade changes and other Dynamic Forms for the Registrar’s Office; transcript printing; clearing National Student Clearinghouse and Technical College System of Georgia error reports, issuing transfer credit, etc. Process transcripts and Accuplacer/SAT/ACT scores using Banner Student Data Management System (BDMS) and Parchment’s Robo Registrar. Scan and index documents to students’ BDMS records. Assists with registration labs and graduation activities. Assists with the design and execution of special events, projects and activities as requested. Performs other duties as assigned in the fulfillment of the needs, philosophy, and purpose of Gwinnett Technical College, displaying a high level of effort and commitment to performing work. Operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior.

Duties/Responsibilities

• Assists with phone, voicemail, instant messaging and email communication related to FERPA, Registrar Office policy, procedure and processes including Banner/Ellucian Experience issues, student record requests, registration changes, etc. (25%)
• Assists Enrollment Advising Team in answering questions regarding Transient Students & general Registrar’s Office questions. (25%)
• Serves as the Registrar’s point of contact for the Bursar’s Office to assist with student records during payment disbursement periods. (5%)
• Supports Registrar Office with processing transient student applications and supporting documents, add/drop/swap forms, no shows, reinstatements, withdrawals, grade changes and other Dynamic Forms for the Registrar’s Office; transcript printing; clearing National Student Clearinghouse and Technical College System of Georgia error reports, issuing transfer credit, etc. (25%)
• Process transcripts, Accuplacer/SAT/ACT scores using Banner Student Data Management System (BDMS) and Parchment’s Robo Registrar. Scan and index documents to students’ BDMS records. (15%)
• Assists with registration labs and graduation activities. Assist with the design and execution of special events, projects and activities as needed. (15%)
• Assists Registrar’s Office with providing guidance and information regarding Registrar and Graduation Office policies, procedures and FERPA information to faculty, staff, Division Deans and Program Directors. (10%)
• Performs other duties as assigned in the fulfillment of the needs, philosophy, and purpose of Gwinnett Technical College. (5%)

Physical Demands

Frequency (N)Never, (O)Occasionally or (C)Constantly Requires operation, access, or control of financial resources. (N) Requires having a P-Card. (N) Driving is a responsibility of this position. (O) This position will have direct interaction or care of children under the age of 18 or direct patient care. (O) This position will have Security Access (e.g., public safety, IT security, personnel records, student records, patient records, or access to chemicals and medications). (C) This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation. (O) This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation. (O) This position requires the ability to adjust or move objects up to 15 pounds in all directions with or without reasonable accommodation. (O) This position requires the ability to repeat motions that may include the wrists, hands and/or fingers with or without reasonable accommodation. (C) This position requires the ability to operate machinery and/or power tools with or without reasonable accommodation. (N) Operating motor vehicles or heavy equipment with or without reasonable accommodation. (N) Noisy environments. (O) Medium work that includes moving objects up to 50 pounds with or without reasonable accommodation. (N) Light work that includes moving objects up to 20 pounds with or without reasonable accommodation. (O) Heavy work that includes moving objects up to 100 pounds or more with or without reasonable accommodation. (N) Work in outdoor elements such as precipitation and wind. (N) Assessing the accuracy, neatness and thoroughness of the work assigned. (C)

Equal Employment Opportunity Statement

The TCSG State Board prohibits discrimination on the basis of an individual’s age, color, disability, genetic information, national origin, race, religion, sex, or veteran status (“protected status”). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any TCSG program or activity because of the individual’s protected status; nor shall any individual be given preferential treatment because of the individual’s protected status, except the preferential treatment may be given on the basis of veteran status when appropriate under federal or state law. The following person has been designated to manage inquiries regarding the non-discrimination policies: Lisa Richardson, Title IX, and Section 504 Coordinator, 5150 Sugarloaf Parkway, Building 100/A, Room 515, Lawrenceville, GA 30043, 678-226-6691, [e-mail].

Minimum Qualifications: High school diploma or equivalent *and* one (1) year of work-related experience or Microsoft Office Application Professional Certificate*and* one (1) year of work-related experience.

Equal Employment Opportunity Employer

The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services. Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department. Georgia State Government is a large enterprise, composed of various entities with a common goal to improve the lives of Georgia's 10 million citizens. With nearly 62,000 employees, we are one of the single largest employer in the state. Public service opportunities stretch across the state as employees live and work in all 159 counties. From traditional fields such as accounting, nursing, and engineering to unique fields like forestry and natural resources management, Georgia state government provides a world of opportunity.