Transcript Coordinator

The Transcript Coordinator reports to the Registrar. Under the direct supervision of the Registrar, performs a variety of complex, responsible, and confidential duties requiring a thorough knowledge of office procedures and processes within the Registrar’s Office; provides information to students, administrators, faculty, and alumni, and performs related work as required. This position requires the ability to work independently, exercising judgement and initiative, along with a thorough understanding of the privacy of educational records (FERPA). Essential Functions: · Prepares official and unofficial transcripts in accordance with the policy as stated in the Bulletin of Information and within a three-day turn-around after clearance from Student Financial Services. Most through the National Student Clearinghouse database; others sent directly from the office as hard copy documents. · Locates transcripts archived on microfilm stored in file room. Coordinates with Registrar the printing of these using off-site microfiche services, and then sent out in a timely manner. · Responsible for training work-study students, and help make sure they are addressing daily responsibilities. · Responsible for sending out Dean’s List mailing (emails to individual recipients) following the fall and spring semesters. Will receive this Dean’s List information from the Assistant Registrar. · Responsible for creating the name cards graduating students use for commencement and having their name called out properly. Will work with Registrar and Assistant Registrar on this project each year. · Assists in registration and add/drop for students using a multi-user registration system via Jenzabar J1. · Assists other staff employees in tracking traditional, OLC, and graduate student course withdrawals, as well as maintaining a hard copy audit trail. · Assists other staff employees in notifying traditional, OLC, and graduate students, advisors, student financial services office of student enrollment status changes. · Assists other staff employees in monitoring the database accuracy of several hundred permanent records each semester. · Assists graduating international students (and alumni) with the Apostille process; helping them understand directions for what they must do; notarizing of diplomas and transcripts here at the college, and what these students are required to turn in to the State of Alabama. · Assists other staff employees in completing letters of good standing, insurance forms, and paper loan verifications and deferments, many connected to the National Student Loan Clearinghouse system. · Primary contact of the office for front desk services, phone calls and providing assistance to students, faculty, and staff walk-ins. · Operates photocopier, fax, scanner, along with Versacar microfilm reader. Heavy PC usage: Word, Excel, Jenzabar J1, email. · Performs other essential or related tasks as assigned or as requested. Marginal Functions: · Updates data in the Jenzabar J1 administrative software including address changes and registration information. · Assists the Registrar’s Office in contacting and follow-up of those students who never attended class as well as assisting the office in notifying their advisors. · Fills out supply forms and requisitions; enter/create POs in Jenzabar J1. · Assists with commencement exercises and graduation information processing. · Assists the Registrar’s Office in the preparing and mailing of diplomas (certified) following Commencement. · Assists the Registrar’s Office in reserving and monitoring academic classrooms (courses and non- academic functions). · Assists the Registrar in proof reading registration materials, Honors Convocation, and Graduation Materials. · Performs other related duties as necessary. Required Knowledge, Skills, Abilities: Familiarity with or sincere interest in learning about the mission of Spring Hill College and the meaning of a Jesuit education, thus enabling the employee to support and strengthen the Jesuit, Catholic mission of Spring Hill College. Proven ability to support and contribute to a culture of inclusion, equity, and respect for diverse backgrounds, perspectives, and traditions in alignment with SHC mission. · Demonstrated ability to provide excellent customer service to a wide range of users, providing same consistently, accurately and professionally in keeping with projected institutional policies and image. · Ability to work effectively with colleagues throughout the institution. · Strong communication skills and ability to convey information effectively. · Possessing problem solving and analytical skills with an attention to detail. · Ability to prioritize requests based on operational requirements. · Ability to make, follow through and document accountability for short- and long-term plans. · Ability to perceive of and manipulate varied and multiple details. · Ability to work effectively under pressure with multiple priorities and deadlines. · Ability to train and effectively utilize staff and volunteers. · Ability to be cross trained in learning other Registrar’s Office functions. · Ability to access the Jenzabar J1 administrative database software system in an efficient manner to provide maximum service to the faculty, staff, and students. · Ability to be meticulous and detail-oriented in all areas of work. · Knowledge of fundamental record-keeping principles, procedures and filing systems, including the ability to compile and maintain records and files. · Knowledge and skills in operating multi-line phones. · Ability to work independently with initiative and a minimum of supervision. · Ability to follow written and oral directions and to communicate tactfully and effectively in both written and oral form. · Ability to work with others in a team effort, often under the pressure of deadlines. · Ability to use sound judgement in the application of policy and respond personably but firmly to persons requesting information about the application of policy. · Ability to listen and identify problems communicated by the students, parents, faculty, and staff. Minimum Qualifications: High School Diploma, or equivalent. One year of receptionist/office systems experience utilizing the required knowledge, skills and abilities. Two years of responsible database administration software experience, or any combination of experience in higher education providing the required skills and knowledge needed for successful performance. Preferred Qualifications: Bachelor’s Degree Experience working at a Jesuit, Catholic, or mission driven institution. Benefits: Dental insurance Health insurance Life insurance Paid time off Vision insurance Work Location: In person