UNIVERSITY OF SAINT FRANCIS 

Job Description 

POSITION TITLE: Registrar Office Assistant 

DEPARTMENT: Registrar Office  

POSITION STATUS: Full Time (12-Month)  

POSITION REPORTS TO: Registrar   

JOB SUMMARY:  

Under the direction of the Registrar the Registrar Office Assistant will be responsible for carrying out a variety of back office/operational support duties as well as front office/customer services duties.   

Major Responsibilities/Activities  

• Generate data reports to manage and record course waitlists and course repeats 
• Maintain student files in an organized manner to ensure that all documentation is readily accessible while maintaining the integrity of student’s personal information and academic records.   
• Process forms as they arrive in the Registrar office workflow (ARK) 

• Upload student documents to ARK.    
• Assists in registration and orientation events as needed. 
• Manage add/drop/withdraws/complete withdraws. 
• Process transcripts from the National Student Clearinghouse website and the Registrar website. 
• Process degree verifications from the National Student Clearinghouse website and the Registrar website. 
• Process grade change, missing grades, final grades, and incompletes using ARK in Colleague. 
• Manage Registrar email inbox, provide assistance as needed. 
• Greet incoming visitors to the Registrar’s Office and provide assistance as needed. 
• Respond to requests for information and/or assistance with a helpful, affirming, and team-oriented focus. 
• Provide customer service to students or other individuals who have questions about their records process forms to ensure accuracy, completeness, and compliance with regulations.  
• Update student records (addresses, phone number, name change, demographics, etc.) as needed. 
• Generate Pre and Post Graduation List to manage the Diploma ordering and distribution.  
• Order diploma covers for commencement. 
• Participate in commencement, on day of commencement. 
• Process data in a timely and accurate manner. 
• Performs other duties as required. 

USF WAY:  

University of Saint Francis (USF) employees demonstrate a commitment to the University’s mission and support of its Catholic and Franciscan traditions. Employees provide the intellect, empathy, and ability to serve our students and community. The USF Way of serving is a source of pride for many employees. To provide a consistently high level of quality experience across our university, we provide the following service expectations for all employees. These standards have been tailored by position and responsibilities and are incorporated into performance evaluations.  

Standard #1: Provide opportunities for deeper conversations, prayer, and reflection. 

Standard #2: Utilize best practices in communication and service using professionalism.  

1. Apply care to your words and deeds to ensure respect for others. 

1. Commit to follow through without exception and with quality. 

1. Offer additional assistance after serving as in, “How else may I assist you?” 

1. Respond promptly, whether in person, via phone, or email. 

Standard #3: Recognize and celebrate milestones and achievements. 

Standard #4: Use resources wisely and support green initiatives. 

MINIMUM QUALIFICATIONS 

Education:  

• High School Diploma required; Associate degree preferred. 
• Computer experience in Jenzabar or Colleague a plus. 

Experience and Skills:  

• Customer service experience required with strong problem-solving skills. 
• Work experience in higher education, business, or a related field strongly preferred. 
• Must be detail oriented with strong communication skills.  
• Must have a strong work ethic, be self-motivated, and adheres to policies and procedures. 
• Must be extremely organized, can multitask, be an effective notetaker, and can meet deadlines. 
• Enjoys learning new things and willing to travel, if needed, for professional development. 

Professional Development 

This position is expected to demonstrate a commitment to learning and growth by: 

• Fulfilling the Code of Ethics of the University and the profession.  
• Participate in activities that enhance personal and professional growth and renewal. 
• Expand knowledge in their area of specialty on an ongoing basis.  
• List specific development needs they have identified annually and including a plan of action and time frame to accomplish.  
• Create appropriate goals to accomplish annually and assess achievement at the end of the fiscal year.   
• Attend in-service as directed to update knowledge and skills.