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Position Description:

The University of Louisville Registrar’s Office is seeking to hire a Department Coordinator II. Position will povide excellent customer service to all students, alumni, faculty, staff, and the University community via phone or in person for all inquiries to the Registrar’s Office.  Assist and process requests for transcripts in person, by phone, web, fax, and mail utilizing PeopleSoft, OnBase, hard-copy records, or the National Student Clearinghouse.  Oversee and input student registration for course requests, including drops/adds, withdrawals, and grade status changes; recalculate tuition for additional charges or refunds; correctly determine student eligibility for re-enrollment, including residency status.  Process record changes and review student academic records for accuracy (grade authorization forms, transfer credit and credit by exam, repeated courses, bankruptcies/FreshStarts, academic actions, and honors and awards).  Respond and complete requests for all visiting student letters, verifications of enrollment/degree, and other miscellaneous forms in compliance with Federal and University guidelines, as well as adhering to all FERPA policies in regard to the release of student information.  Accept and verify completed applications for Petitions to Determine Residency Status.  Interconnect with University stakeholders concerning the Registrar’s Office (and the University as a whole) in regard to deadlines and policies/procedures, including revisions, academic calendars, addresses, emergency contacts and referrals.  Cross-train with coworkers on other Registrar’s Office functions and adhere to “best practices”.

Essential Duties and Responsibilities:

• Provide excellent customer service to any individuals who contact the Registrar’s Office, whether it be in person or via phone.  Answer and assist with inquiries for transcript requests in person, by phone, web, fax, and mail.  Research information for student identification validity; enter accurate information into PeopleSoft (or, if retrieving records prior to 1982, utilize OnBase or hard-copy records).  Log information pertaining to those completed prior to 1982.  Follow transcript-specific mailing procedures.  Review transcript for accuracy.  Collect/post transcript fees, if applicable.  Balance receipts daily.  Retrieve optional ordering of transcripts via the National Student Clearinghouse by accessing the website to locate requests.  Determine appropriate attachment (upload/download) and process accordingly. 
• Oversee student registration by analyzing and resolving problems in person, by phone, web, fax, and mail. Enter data accurately into the student system for course requests, including drops/adds, withdrawals, and grade status changes.  Recalculate tuition for additional charges or refunds.  Correctly determine student eligibility for re-enrollment, including residency status.  Clearly communicate process to students and make referrals to the Office of Admissions for new applications when appropriate. 
• Process record changes and review student academic records for accuracy, including grade authorization forms, transfer credit and credit by exam, repeated courses, bankruptcies, term academic actions, honors and awards, and students participating in the Fresh Start program. 
• Respond to all requests received in person, by phone, web, fax, or mail.  Accurately process visiting student letters for upcoming semesters and set service indicator for future review. Ensure accurate completion of forms (provided by requestor – i.e. employers, licensing agencies, lenders, insurance companies, landlords, other universities, and UofL departments/schools) in compliance with Federal and University guidelines, as well as adhering to FERPA policies in regard to the release of student information.  Log information pertaining to these completed requests via fax and mail for enumeration. 
• Accept completed residency petition applications from students and verify that student has entered and attached all required supporting documentation.  Ensure handoff of PDRS packet to Residency Petition officer/associate. 
• Successfully interconnect with university stakeholders concerning the Registrar’s Office (and the University as a whole) in regard to deadlines and policies/procedures, including revisions, academic calendars, addresses, emergency contacts and referrals. 
• Participate in Training and Development sessions offered by the Registrar’s Office, Human Resources, Student Services, and the Kentucky Association of Admission and Registration Officers (KACRAO) to keep current with office and University procedures, learn new technology, and maintain and enhance customer service and team-building skills.  Successfully cross-train with coworkers on all Registrar’s Office functions by documenting processes and establishing best practices for smooth office functionality utilizing current technology (i.e. retrieval of voice mail, deadline prompts in calendar).

Preferred Qualifications:

• PeopleSoft experience
• Microsoft Office suite, including Word, Excel, and Outlook

 Competencies:

• Service Excellence
•  Professionalism
•  Team Player
•   Multitask
•   Flexible
•   Organized

Target Compensation Maximum:

Target Compensation Minimum:

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258.