Student Services Specialist

Fayetteville State University
January 27, 2023
Offerd Salary:$33,302
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Position Information

Position Information

Position Title: Student Services Specialist

Working Title: Student Services Specialist Position Number: 000157 Full-time or Part-time: Full Time Time Limited Position: No Number of Vacancies: 1 Department: Registrar Posting Number: 0402193 SHRA/EHRA: SHRA Job Category: Clerical and Secretarial Hiring Range: $33,302.00 - $35,390.00 Overall Position Competency: Contributing Description of primary duties and responsibilities:

Primary Purpose of the Organizational Unit:

The Office of the Registrar serves students, faculty, staff, alumni, and administrators. Our functions include maintaining student records, class scheduling and registration, maintaining the integrity and security of student academic records, protecting the privacy of the students based on FERPA regulation, processing transcripts and enrollment verifications, enforcing university policies and academic regulations, certifying student enrollment, verifying student graduation clearance, providing faculty, staff, alumni, and administrators reports and statistical data, advising the faculty and administrators about academic and curriculum revisions as needed, as well as technology to enhance student deliverables.

Primary Purpose of the Position:

The primary purpose of the position is to serve as the point of contact for processing various student certifications, assisting with and resolving registration, grade, curriculum-related processes and issues, data file submissions, faculty, and student training, and other duties relevant to the position.

Description of Work Continued:

Manage and monitor curriculum-related issues and processes Employee will monitor the electronic declaration of major process to ensure student records reflect approved majors and/or minors as submitted to the Declaration of Major database within the published timelines. Employee will be knowledgeable of all approved majors, minors and concentrations and their codes and contact departments and with any discrepancies. Employee will collaborate with appropriate office staff to ensure to receive all updates on majors, minors, concentrations, and program codes. Will work with ITTS to resolve any automation errors or inconsistencies. Employee will assist with Institutional Research to resolve curriculum-related Student Data Mart errors.

Manage, monitor, and resolve grade-related processes Employee will monitor the electronic grade change process to ensure approved grade changes are updated accordingly and will collaborate with ITS to resolve all processing issues related to the process. Employee will process and monitor the individual online course withdrawal requests, process the university (term), late, retroactive, and extenuating circumstances withdrawal requests, research and resolve any issues or discrepancies, and monitor the appropriate shared folders and forms to ensure timely processing, and create and revise forms as necessary using Dynamic Forms or Microsoft Forms. Employee will process disciplinary actions as submitted by the administration. Employee will reconcile any withdrawal discrepancies with the appropriate staff, using the Banner Student Withdrawn Report, and/or the Office of Financial as requested and as necessary. Will request reports as needed for review and verification of student data updates to ensure data quality and integrity and process accordingly. Employee will make recommendations for process improvement to minimize recurring errors.

Student certifications, data submission, and error resolutions Employee will run the appropriate processes to submit data files to the National Student Clearinghouse based on the data submission schedules submitted. Employee will review and submit a data submission schedule each academic year. Employee will review error correct error resolution files submitted by National Student Clearinghouse in collaboration with units associated with the errors. Data submissions will include advanced registration files and monthly data submission files. Employee will attend National Student Clearinghouse training webinars to keep abreast of errors and updates. Employee is the primary contact for NCAA certifications and Greek Intake certifications as well as verification of rosters for Intramural Sports as submitted by Student Affairs. Employee will monitor the Enrollment Verification process and direct and train students and staff accordingly.

Resolve student registration and process issues Employee will process registration-related documents to include but not limited to course overloads, course audits, independent study, drop for nonpayment reinstatements, drop for nonattendance reinstatements, credit by examinations, and undergraduate pursuing graduate courses. Employee will assist with training students and faculty in resolving registration errors.

Other duties as assigned as needed.

Minimum Education and Experience Requirements:

Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Knowledge skills and abilities:

Managing Work Processes: Ability to identify, document, draft and provide input to proposed changes to work standards, processes, and procedures for discussion with stakeholders and supervisors. Ability to assist in the development of learning activities designed to implement these changes. Decision Making: Ability to recommend approaches to solving routine problems relating to programmatic requirements or standards. Coordination-Operations : Ability to coordinate a limited scope of work operations and processes to meet desired outcomes, including student, staff and program work operation scheduling.

Program Management: Ability to address and resolve routine service matters, referring to higher authority for issues outside standard operating procedures. Ability to collect, research and provide preliminary data analysis. Ability to create standardized reports for review by supervisor. Ability to proactively participate in promoting student learning and leadership involvement initiatives in meeting program goals and services. Ability to prioritize workload.

Client/Customer Service : Ability to develop good, efficient customer relations within program area. Ability to answer routine requests, referring non-standard issues to higher authority level.

Information/Records Administration: Ability to collect and input data and performs research and analysis for supervisory review. Ability to assist with program improvements. Ability to adhere to university, state, and federal confidentiality regulations. Ability to assist with program improvements and documentation.

Managing Work and Performance: Ability to monitor work of student workers and staff, closely and ongoing, to assess and problem-solve. Ability to review performance on a daily basis and provide suggestions and gives instructions for improving work.

Preferred Qualifications:

Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

At least five years of experience in an administrative office at an institution of higher learning Knowledge of the Student Banner system or related product Demonstrated verbal and oral communication skills Demonstrated knowledge of computer use Demonstrated analytical and critical thinking skills Demonstrated knowledge of MS Office or related products

Special Instructions to Applicants: Closing Date: 01/27/2023 Open Until Filled: No Other Information

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

EEO Statement:

This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable), academic verification and credit history check (if applicable).

Fayetteville State University is committed to equality of educational opportunity and employment and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status. Moreover, Fayetteville State University values diversity and actively seeks to recruit talented students, faculty, and staff from diverse backgrounds.

Veteran's Statement

Fayetteville State University is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.

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Supplemental Questions

Required fields are indicated with an asterisk ().

  • What is your highest level of completed education?
  • High School/GED
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • Doctoral/Professional/PhD
  • Do you have working knowledge and experience with Banner? If so, please explain.
  • (Open Ended Question)

  • Do you have knowledge and expertise with microsoft excel and/or database manipulation and management? If so, describe.
  • (Open Ended Question)

    Optional & Required Documents

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  • Cover Letter
  • Resume/Curriculum Vitae
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