"Registrar’s Office Assistant & VA Certifying Official"

Job Description

Purpose: The Registrar’s Office Assistant & VA Certifying Official assists the Registrar in maintaining academic records and entering student data into the student information system and serves as the School Certifying Official for the Department of Veteran Affairs. The Assistant is also responsible for providing academic data to faculty, other administrative office and off-campus agencies when requested and/or authorized to do so by the Registrar. The Assistant also serves as the primary greeter of visitors to the Registrar’s Office and Student Financial Services and assists visitors by taking care of their requests or directs them to the appropriate office/individual.

Essential Functions:

• Registrar’s Office Assistant Duties
  • Greets visitors to the Registrar’s Office and assists in taking care of their requests or directs them to the appropriate individual.
  • Greets visitors to the Student Financial Services Office and directs them to the appropriate individual.
  • Answers the Registrar’s Office phone and email and assists in taking care of the requests or routing them to the appropriate individual.
  • Assists the Registrar with enrollment processes as assigned including registration, schedule changes, withdrawal and notifications to appropriate offices.
  • Maintain records and communication with faculty, the Milburn Center, and students for notifications regarding excessive absences, no-shows, withdrawals, and leaves of absence.
  • Maintain the outgoing transcript orders with service provider and release, update, research any discrepancies.
  • Assist with Degree Verification and Enrollment Verification requests.
  • Assist with evaluating and entering transfer coursework into the student information system.
  • Assist the Registrar with the processing of final grades at the end of each academic term.
  • Assist with commencement ceremony responsibilities.
• VA Certifying Official Duties
  • Communicate with potential new OBU students using VA Education benefits.
  • Communicate with all new VA students/families to get the required paperwork completed.
  • Enter new and returning VA students enrollments with the VA Enrollment Manager system each academic term.
  • Keep VA files up to date.
  • Update catalog changes to the VA each year.
  • Report any changes through the VA Enrollment Manager.
  • Complete VA audits as required.
• Assist the Registrar with special projects and other duties as assigned.

Other Duties:

• Regularly review job functions and recommend improvements to enhance effectiveness.
• Maintain confidentiality of department and University information.
• Approximately 1-2 times a year, a Saturday is required for new freshman registration.

Required Qualifications:

• Excellent customer service with internal and external constituencies.
• Professional competency in use of standard office technology, including Microsoft Office products and ability to learn and master other technology resources common to university functions, such as the student information system.
• Collaborative work habits and ability to establish collegial relationships, able to participate actively in a team environment.
• Strong interpersonal relationship and communication skills.
• Attention to detail in dealing with student records and reporting requirements and the ability to successfully handle multiple unique tasks within a typical day with efficiency and accuracy.

Education:

Required: High school diploma or equivalent.

Preferred: Some college experience (AA/AS).

Experience

Preferred: Experience handling academic records and knowledge of FERPA.

Equipment:

• Standard office equipment and technology (computer, scanner, printer, etc.)
• Microsoft Office
• Student Information System (Banner)
• VA Enrollment Manager
• Parchment

Physical Requirements:

Ability to sit for extended periods of time, lift 5-10 pounds, and have sufficient mobility and physical stamina to walk around campus to various offices.

Special Requirements:

• Must be a member of a local evangelical* Christian church.*Evangelical is a broad term referring to segment within Christianity which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.
• Please apply using the link for “Support Staff Application” on the OBU website at: https://www.okbu.edu/hr/jobs.html