• The Senior Department Assistant performs administrative support functions and general duties for the Registrar’s Office and partners with the Senior Department Assistant in Academic Advisement to serve as the dedicated front office staff members for the Academic Resource Center “one-stop shop” that is being developed at Nazareth. As an initial point of contact, this role provides exceptional customer service and models a welcoming and helpful tone, fostering a sense of belonging for undergraduate and graduate students, as well as alumni, faculty and staff via in-person interactions, email and telephone. In addition, this position manages the transcript production process using vendor software to generate transcripts daily. Reviews all event requests for use of academic space utilizing 25Live room scheduling software. Serves as Nazareth’s certifying official with the Department of Veterans Affairs, verifying student enrollment as part of the veteran educational benefits process. Completes data entry for building the course schedule utilizing the Colleague information system. Supports registration of special populations and circumstances, assists with updating of the undergraduate catalog, and assists with multiple registration-related processes. Respond to queries from the National Student Clearinghouse regarding degree verifications, processes all enrollment verifications and completes professional education forms for graduates.

Essential FunctionsFunction: Customer Service Serve as the primary point person for in-person customer service in busy office, responding to students, faculty, staff and alumni. Typically this service includes action such as processing add/drops, completing forms for students/alumni, reviewing and processing requests for tutorials and independent study courses, etc. 25%

Function: Transcript Production Oversee the transcript production process, partnering with external vendor, as well as process direct requests from students and alumni. Investigate/resolve daily issues. Requires detailed knowledge of vendor system (Parchment). Also, log all external transcripts received into Colleague. 20%

Function: Course Section Data Entry Support the Course Schedule Coordinator/Assistant Registrar in the course building process by creating and maintaining accurate Colleague course section records based on data and worksheets submitted by academic departments. 15%

Function: Room Reservations

• Utilize room scheduling software to assist in academic events scheduling.
• Communicate with campus constituencies as needed to clarify requests for space and find alternative space if the original request is unavailable.
• Review and approve (or deny) requests for use of academic space by campus and external constituencies. 10%

Function: Student Registration

• Process registrations, and student record creation as needed, for all special undergraduate and graduate populations and circumstances: non-matriculated, international, Rochester Area Colleges (RAC) inter-institutional registrations, dual credit, LifePrep, audits, etc.
• Complete music lesson splits, student teaching/practicum splits, and nursing lab splits at the beginning of the fall and spring.
• Process add/drop registration forms 10%

Function: Records/Verifications

• Complete and monitor student documentation, including verification of student enrollment for loans, scholarships and other financial information to external agencies, assist students with discrepancies in enrollment data at the National Student Clearinghouse, address and name change form and ensuring that paperwork gets to appropriate office personnel.
• Process Certifications of Professional Education forms. 5%

Function: Student Worker Supervision Recruit, hire, train and coordinate schedule for student workers. 5%

Function: Veteran Student Submissions
Coordinate extensively with financial aid, student accounts, and the Veteran’s coordinator. Process all veteran student submissions through VA Once (government site), ensuring accuracy of submissions and expediency so veteran students receive the funding they have earned without delay. 10%

Additional Accountabilities:

Function: Office General – Contribute to the office team, supporting all general office activities such as course selection, registration, grading and catalog creation. – Order office supplies as needed. – Process diploma reorders.

Function: Commencement – Assist with student check-in at annual Commencement ceremony (scheduled evening and weekend)

Required Education, Experience, Technology Applications and Skills

• Associate’s degree (or equivalent combination of education and experience) required.
• Two years of administrative/secretarial or related experience.
• High emphasis placed on professionalism, efficiency and a positive attitude.
• Proficiency in the use of technology including Microsoft Office Suite and databases. .
• Highly accurate and detail-oriented.
• Must possess and demonstrate exceptional customer service, combined with attention to detail and accuracy in data entry work.
• Exceptional organizational skills and be able to attend to and prioritize projects.
• Ability to successfully manage interpersonal working relationships. As appropriate, collaborate with staff in other units and divisions to achieve the goals of the College.
• Strong written and verbal communication skills.
• Handles confidential information sensitively and appropriately.

Preferred Education, Experience, Technology Applications and Skills

• Experience working with higher education databases such as Colleague or Banner
• Three to five years of secretarial or related experience strongly preferred, ideally within a college/university environment.

Supervisory Responsibilities

• Demonstrates commitment to working in a diverse workplace and to building a pluralistic community by promoting an increased understanding of individual differences and perspectives that will enable workforce cohesiveness. • High emphasis placed on professionalism, efficiency and a positive attitude.
• Annual participation in professional development; focuses on acquiring, improving and applying technological and other skills that are essential to achieving the goals of the College.

Physical RequirementsNazareth College is an equal opportunity employer (EOE) and is committed to diversity in all areas of the campus community. Candidates from underrepresented groups are encouraged to apply. Experience that contributes to the diversity of the College is appreciated.

Nazareth College was featured as #15 in “Great Value College’s Top 30 US Colleges That Handled The Crises of 2020 Well!”:https://www.greatvaluecolleges.net/colleges-handling-2020-crises/

For the safety of our community, Nazareth College is requiring all staff, faculty, and students on campus to be fully vaccinated.

Equipment to be usedDatatel/Colleague
Scrip-Safe Vendor, Web based interface
Excel
Word
Fax/Copy
OnBase Imaging System
25Live
Posting Detail Information

Posting Date

Closing Date

Open Until Filled
No

Special Instructions to Applicants
Nazareth College is an equal opportunity employer (EOE) and is committed to diversity in all areas of the campus community. Candidates from underrepresented groups are encouraged to apply. Experience that contributes to the diversity of the College is appreciated.

Nazareth College was featured as #15 in “Great Value College’s Top 30 US Colleges That Handled The Crises of 2020 Well!”:https://www.greatvaluecolleges.net/colleges-handling-2020-crises/

For the safety of our community, Nazareth College is requiring all staff, faculty, and students on campus to be fully vaccinated.

Job Type: Full-time

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