Function of Job
Under the direct supervision of the University Registrar, the Registrar Counselor assists students with all aspects of registration, including the J1 student portal, internal forms, degree plan requirements, graduation, transcripts, and diplomas.
The Registrar Counselor must have exceptional customer service skills with internal and external customers, maintain confidentiality of all student academic record items, and be able to complete tasks with limited oversight.
An employee in this position needs to be very familiar with the university. This position will be called upon to address questions regarding course descriptions, course prerequisites, academic policies and procedures, assist with student enrollment, issue transcripts, and otherwise support the Associate Registrar’s effort to maintain accurate student education records in the Student Information System.
Supervision Given/Received
Work is performed under the general supervision of the University Registrar.
Examples of work performed
Examples are illustrations only. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Student Support
· Assist students with all aspects of registration in person, over the phone, and by email.
· Assist the Student Services Office with the onboarding of incoming students.
· Assist students with requesting transcripts and their academic transcript needs.
· Assist students with degree verification.
· Audits incoming student files for required documents and file accuracy in the physical file, electronic file, and the Student Information System.
· Safeguard the students’ rights to privacy of their educational record and maintain FERPA compliance.
· Assist International students by serving as a Designated School Official (DSO). The primary duty in this role is to help students file Form I-20 to maintain student status.
Academic Records Support
· Oversee transcript requests and secure approval from the internal offices for their release.
· Enters student data, transfer work, catalog data, and academic plans into the Student Information System.
· Audits incoming student files for required documents and file accuracy in the physical file, electronic file, and the Student Information System
· Organizes and manages student printed and electronic file according to OKWU’s document retention policy.
Associate Registrar Support
· Assists with assigning and reviewing academic plans.
· Assists with posting transfer hours to the OKWU transcript.
· Maintains an adequate supply of materials necessary for the smooth operation of the office, including office supplies, diploma supplies, and graduation supplies
· Assists with graduation planning and the Commencement ceremony
· Assists with processing graduated student files for archival.
· Assists with website and policy updates.
· Assist with athletic eligibility.
· Assist with academic catalog updates, including website updates and software updates.
· Manage classroom requests in collaboration with Buildings & Grounds.
· Manage classroom displacements by coordinating with event organizer, professors, and other internal offices.
Other Services
· Continuously review, improve, and find efficiencies for processes within the Registrar’s Office to provide outstanding customer service to students, faculty, staff, and alumni.
· Perform other duties as assigned by the Office of the Registrar.