Academic Records Assistant II
Job no: 502671
College / VP Area:VP for Enroll Management
Work @type: Staff
Location: Newark, DE/Hybrid
Categories: Administrative Support, Full Time
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Pay Grade: 27N
Context of the Job:
Under the limited supervision of the Associate Registrar, the Academic Records Assistant II collaborates with academic units and provides guidance and structure for the degree clearance process. The primary responsibility is acting as liaison to academic departments and the graduate college for degree clearance and conferral. Responsibilities include creating expected graduation reports, auditing and correcting issues with diploma names and addresses, ordering diplomas, and compiling commencement-related data. The role oversees all student plan data-entry updates including admission revocations, readmissions, withdrawals, suspensions, temporary separations, and cancellations for non-payment. The position will provide high-quality customer service responsibilities both virtually and in-person and perform various administrative tasks to support office functions. This individual must exercise a high level of independent judgment, initiative, time-management, organizational, and problem-solving skills. In addition, this individual must have exceptional oral and written customer service skills, with the ability to diplomatically handle stressful situations. Attention to detail is essential.
Major Responsibilities:
· Responsible for preparing expected graduation reports for the colleges, examining reports for errors and updating student information in UDSIS throughout the degree conferral process. Contact for all graduation-related items and troubleshooting of issues. Manage the posting of degrees and liaison to the degree clearance process.
· Process webforms including Change of Major/Minor/Expected Graduation, Change of Catalog, Honors program coding, and course of study updates. Acts as the main contact for program/plan-related questions. Maintain the routing of, and troubleshoot issues with, the Change of Major, Minor and Graduation Term webform.
· Support student academic plan management updates that result from Faculty Senate decisions.
· Process Readmission Application form requests. Process online web forms in UDSIS; provide clarification to questions and concerns from students, parents, staff, and originators of forms; advising individuals on the proper procedure and options resulting from web form requests. Maintain the routing of, and troubleshoot issues with the Application for Readmission.
· Serve as the point of contact for all diploma-related questions and inquiries. Maintain accurate diploma order records. Submit diploma replacement requests and batch diploma orders for the University's four degree conferral periods. Oversee other necessary diploma orders as needed. Serve as the primary point of contact for the diploma vendor. Maintain and troubleshoot issues with the diploma replacement CashNet form.
· Provide all graduation/diploma-related reports including Save the Date/ Regalia, Fun Facts, High-index Senior, and the commencement program/bulletin.
· Manage degree-conferral@udel.edu email account. Address emails in a timely and professional manner.
· Process Withdrawals and Admission Revocations and manage, in collaboration with Student Financial Services, the cancellation for non-payment process.
· Manage suspension, expulsion, and temporary separation processes when directed by Office of Community Standards and Conflict Resolution.
· Serve as back-up for processing student Leave of Absence and Course Permit forms.
· Communicate and clarify University policies and procedures as appropriate. Maintain archival records as required by position.
· Provide department-wide customer service to faculty, staff, and students.
· Perform miscellaneous job-related duties as assigned.
Qualifications:
· High school diploma or GED and two to three years of related experience.
· Extensive knowledge of the principles and practices of office management; knowledge of academic and administrative programs, policies and procedures.
· Ability to analyze and interpret academic records, make independent decisions and judgments in keeping with the level of the position.
· Familiarity with curriculum and advisement technologies highly desirable.
· Ability to apply logic and critical thinking skills to solve complex issues with coding, processes, etc.
· Ability to compose professional and customer-service correspondence for a wide-range of audiences.
· Excellent interpersonal skills and ability to communicate and interact well with people of all ages and diverse backgrounds.
· Ability to work under limited supervision; ability to work in a team-centered environment; must be able to take initiative; attention to detail required.
· Time management and organizational skills required. Ability to manage and adhere to tight deadlines and handle multiple tasks simultaneously; effective problem-solving skills.
· Excellent basic computer software skills; experience with Outlook, Word, Excel, and Access preferred.
· Experience with Oracle - PeopleSoft Student Information Systems (UDSIS), Team Dynamix Next (CRM) and Tableau highly desired.
Notice of Non-Discrimination and Equal Opportunity
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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