"Registration Specialist"

Job Description Summary:

In compliance with FERPA guidelines, this position provides comprehensive support to the student population in matters related to transcripts, registration, and enrollment services. Responsibilities include processing course schedules, transcript requests, and enrollment verifications, as well as serving as a VA Certifying Official. The role also provides general student support and assists with special projects as assigned by the Registrar or Assistant Registrar.

This position serves as the primary point of contact for the Registrar’s Office, supporting the front service window, main phone line, and office email accounts. The role also assists the Registrar with calendar management and administrative coordination.

The position requires strong organizational skills, attention to detail, strict adherence to confidentiality standards, and the ability to manage multiple priorities in a fast-paced environment.

Minimum Qualifications:

• 2 years customer service experience.
• 1 year of office or other clerical experience.
• Demonstrated communication skills.
• Demonstrated critical thinking skills.
• Demonstrated attention to detail.
• Experience with and proficiency in word processing and spreadsheet sofware.
• Experience with using a relational database.

Preferred Qualifications:

• Previous higher education experience.
• Previous experience with a student information system, such as Banner.
• Bachelor’s degree preferred.
• Experience with and proficiency in Microsoft Office Software.
• Fluency in Spanish.

Specific Duties:

Duty: REGISTRATION

• Provide support to students, staff, and faculty in the usage of MyLaVerne—including navigation and log-in procedures—and process manual registrations, grade option changes, independent study and directed study forms, registration overrides, and other registration changes according to University policies.
• Troubleshoot common registration errors and messages. Understand and articulate University policies, practices, and procedures related to registration and registration overrides.
• Process leave of absence and withdrawal forms.
• Professionally serve the La Verne community and general public with outstanding customer service at the front counter, main Registrar phone line, and main Registrar departmental email account.

Percentage of Time: 35%

Duty: TRANSCRIPTS & VERIFICATIONS

• Receive, process, package, and mail official transcripts requested through National Student Clearinghouse, in person, and/or by mail.
• Assist current and former students with troubleshooting official transcript orders placed online and provide general assistance with answering questions about the process of ordering official transcripts. Assist in monitoring and troubleshooting the NSC transcript ordering process as well as maintaining messaging on the transcript request landing page.
• In accordance with FERPA and University policies, research, evaluate, and respond to student, employer, and lender requests for enrollment or degree verification.
• In collaboration with other Registrar staff, assist students through the apostille process.

Percentage of Time: 30%

Duty: STUDENT RECORD MAINTENANCE

• Process third party access requests and privacy requests in accordance with FEFPA and University policy. Under direction from the Registrar, assist with FERPA records requests and processes.
• Assist with end of term processing; this includes, but is not limited to, notification to faculty about grading deadlines, running reports to confirm grades have been submitted, rolling grades, updating student records, and checking academic standing.
• Ensure integrity of all data contained in each student’s Banner record, including accuracy of campus and rate code assignments, student status, curriculum information, grades, and registration records. Under direction from Registrar Office leadership, verify and update student academic history, including but not limited to: grade changes, registration, course challenges, certifications, appeal information, and the entry of hard copy transcript data into Banner.
• At the direction of Registrar Office leadership and in collaboration with other offices, research, evaluate, and coordinate the resolution of duplicate records.
• Regularly scan and index student documentation collected throughout the Registrar’s offices; scan and index course review documentation for archival records.

Percentage of Time: 20%

Duty: OTHER DUTIES

• Manage the budgeting and invoice process for the Office of the Registrar.
• Assist the Registrar with calendar management, scheduling, and administrative support. At the direction of the Assistant Registrar, build and maintain class schedules in Banner.
• Assist with the testing of new and existing technologies used in the Registrar’s Office, such as Banner, BDM, Courseleaf, etc.
• Assist with hiring, training, and managing student workers.
• Act as back up for the Lead Registration Specialist in the area of undergraduate academic appeals as needed, including but not limited to assisting with the intake, review, and processing of appeals; preparing the appeals agenda and presenting at the Undergraduate Appeals Committee meeting; preparing and emailing response letters.
• Assist with all Commencement-related activities.
• Demonstrate a commitment to diversity, inclusivity, and equity.
• Demonstrate a commitment to quality customer service.
• Assist with other projects as assigned by the Registrar Office leadership team.

Percentage of Time: 15%

Salary Range

Maximum: $25.48
Minimum: $21.86

Benefits Summary:

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation

Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University’s 403B retirement plan, and a generous time off plan.

Employment is contingent upon successful completion and clearance of a background check and employment verification.

Location: La Verne Main Campus