University of Washington

The Office of the University Registrar, a unit within Enrollment Management, supports the Provost as well as the University of Washington community.. The office of the University Registrar (OUR) is the steward of the University of Washington's academic history, maintaining the integrity of our records and documenting the excellence of our students.. Reporting to the Assistant Registrar for Registrar Student Services, the Registration Team Supervisor serves as the supervisor of the Records Specialist 1 team in the Office of the University Registrar, and the Student Team. This position is a working supervisory position.. The Registration Team Supervisor serves as a vital member of the Office of the University Registrar leadership team to enable the UW to meet its goals for providing a positive experience for students, alumni, University staff, and prospective students navigating the Office of the University Registrar processes, policies, and procedures.. Supervises and serves as lead for the Office of the University Registrar Registrar Student Services Records Specialist 1 team members and the Student Team. These team members are involved in the advising of students, University staff, and the public on policies and procedures regarding graduation, grades, and the academic record.

team supervisor

Req #: 237757 Department: OFFICE OF THE UNIVERSITY REGISTRAR Appointing Department Web Address: https://registrar.washington.edu/ Posting Date: 08/13/2024 Closing Info: Closes On 08/20/2024 Salary: $4,428 - $5,955 per month Limited Recruitment: Open to UW Employees only Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf) As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty. The Office of the University Registrar has an outstanding opportunity for a Registration Team Supervisor (E S SEIU 925) to join their team. The Office of the University Registrar, a unit within Enrollment Management, supports the Provost as well as the University of Washington community. The office of the University Registrar (OUR) is the steward of the University of Washington's academic history, maintaining the integrity of our records and documenting the excellence of our students. The commitment to service is demonstrated every day in a variety of registration activities that support and implement faculty policies affecting teaching and learning. The Office of the University Registrar serves all newly admitted, current, and former students attending the University of Washington at the undergraduate, graduate, professional, and post-baccalaureate levels. Reporting to the Assistant Registrar for Registrar Student Services, the Registration Team Supervisor serves as the supervisor of the Records Specialist 1 team in the Office of the University Registrar, and the Student Team. This position is a working supervisory position. The Registration Team Supervisor serves as a vital member of the Office of the University Registrar leadership team to enable the UW to meet its goals for providing a positive experience for students, alumni, University staff, and prospective students navigating the Office of the University Registrar processes, policies, and procedures. Duties And Responsibilities Supervises and serves as lead for the Office of the University Registrar Registrar Student Services Records Specialist 1 team members and the Student Team. These team members are involved in the advising of students, University staff, and the public on policies and procedures regarding graduation, grades, and the academic record. Customer Service <ul><li> Provide efficient and friendly customer service to customers by Zoom, assisting customers in-person, and responding to incoming emails; responsible for effective front-line customer service operations which includes identifying and investigating customer service concerns.</li><li> Respond to staff-referred student complaints, handle exception requests and processing, and referrals related to registration processes from advisers and students.</li><li> Assist with complaint management and problem resolution for Records Specialist I team members with students, advisers, and faculty. Consult on or refer challenging issues to the Assistant Registrar when appropriate.</li><li> Maintain solid current knowledge of administrative policies and procedures of the office, the operating unit and the University.</li><li> Use effective communication skills in conjunction with administrative guidelines to solve work-related issues in order to maintain a smooth flow of communication and activities. </li></ul>Distinguishing Characteristics With delegated authority from the Assistant Registrar interview and recommend selection of applicants, train new employees, assign and schedule work, act upon leave requests, conduct annual performance evaluations and recommend personnel actions for the Records Specialist 1 team. Under general direction of the Assistant Registrar, perform work using knowledge and experience specific to the Records Specialist I teamwork responsibilities. Comply with the Family Educational Rights and Privacy Act (FERPA) of 1974 and ensure accuracy of information in all student education records. Supervisory <ul><li> Supervise Records Specialist I team members by managing the hiring, training, coaching, and evaluation of team members.</li><li> Provide leadership, supervision, and direction for assigned staff. Plan, assign, and review work, establish goals for each position and assess performance through completion of written evaluations; act on disciplinary issues and address grievances; develop a framework for corrective action as necessary.</li><li> Track key performance indicators, collaborate, and analyze feedback in order to improve business processes and service.</li><li> Supervise Student Team members by managing the hiring, training, coaching, and evaluation of team members. Manage weekly schedules and Workday leave management for the Student Team.</li><li> Create and oversee the weekly 260 window schedule for Records Specialist 1 team members.</li><li> Manage and oversee Registrar Student Services lobby and signage and student sign in system </li></ul>Project Management <ul><li> Oversee diploma replacement order and delivery processes. This includes overseeing Records Specialist One team management of student inquiries.</li><li> Oversee the Records Specialist 1 team’s Grade Audit process by training Records Specialist One team members on procedures and ensure audit is performed on schedule</li><li> Respond to complaints and issues elevated by Records Specialist 1 and Student Team members</li><li> Under the supervision of the Associate Registrar, serve as liaison between the Records Specialist 1 team and University constituents, including students, advisers, and faculty.</li><li> Provide and guide Records Specialist 1 team periodic transactional task support for Records Specialist 2 team</li><li> Create new Student Database records for microfilm students</li><li> Resolve credit issues on the transcript and degree audit</li><li> Process Returning Student Re-enrollment submission forms (applications) and manage re-enrollment process follow-up</li><li> Review and resolve enrollment reporting errors through the National Student Clearinghouse (NSCH)</li><li> Resolve duplicate records in the Student Database</li><li> Maintain UW-IT Student Team Operations Calendar and initiate daily reporting processes</li><li> Support ad-hoc administrative requests for updates and corrections in student information system</li><li> Serve as a member of the Office of the University Registrar leadership team.</li><li> Advise the University Registrar on the continuing improvement of services to students and University officials</li><li> Other duties as assigned </li></ul>Core Competencies <ul><li> Demonstrated personal integrity and trustworthiness.</li><li> Effectively manages stressful situations and changing priorities .</li><li> Ability to anticipate, recognize and resolve issues.</li><li> Responsible and accountable.</li><li> Strong organizational skills and attention to detail.</li><li> Maintains a positive, optimistic, and success-oriented attitude.</li><li> Exercises professionalism, which includes being tactful and courteous.</li><li> Exhibits a professional work ethic.</li><li> Continuously promotes a safe work environment. </li></ul>Minimum Requirements High school graduation or equivalent AND three years of applicable experience in the program specialty (office administration) OR equivalent education/experience. Additional Requirements <ul><li> Demonstrated experience in challenging customer service environments, including interpreting and applying established customer service techniques and resolving difficult customer situations and complaints; and strong problem-solving skills to deal effectively with the general public, students, staff, faculty, and co-workers.</li><li> Skilled in interpersonal communications and conflict resolution skills, both in person and in writing</li><li> Demonstrated experience maintaining composure and professionalism in a fast-paced, dynamic customer service environment</li><li> Demonstrated experience in maintaining a high level of confidentiality</li><li> Exceptional organizational skills and attention to detail and ability to update information in a timely manner</li><li> Demonstrated ability to independently manage priorities for multiple projects with diverse timelines and potentially conflicting deadlines</li><li> Demonstrated cultural competency in customer service and team environment </li></ul>Desired Qualifications Strong background in customer service preferred, but will consider those with the willingness to learn how to serve students, faculty and advising communities. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.

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