Job description
This recruitment will be used to fill two full-time Program Representative 1 positions for the Office of the Registrar at Oregon State University (
OSU
).
The Office of the Registrar (OtR) is an Oregon State University mission-critical unit. We serve as an innovative partner, providing a clear path for student success. Institutional integrity is ensured through our strict adherence to confidentiality. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We can provide continual outstanding service because of our commitments to excellence, equity, collaboration, and innovation. The Office of the Registrar provides a welcoming and inclusive work environment, in which everyone is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.
The Academic Records and Compliance Representative is a Program Representative 1 position in the Office of the Registrar. The essential function for an incumbent is the ability to represent limited programs, articulation of policies and processes across program units, while managing a variety of operation support systems, technical tools, and program review systems. The incumbent will have responsibility, under the guidance of the Assistant Registrar for Records and Registration, for the support of students, faculty, administration, and other agencies/organizations outside OSU and may seek guidance from Program Representative 2 employees. This is a mission critical position in the Office of the Registrar ensuring the success of service delivery to diverse groups and units at OSU.
This position analyzes and interprets laws, regulations, administrative rules, and other complex documentation in order to perform the following: provides complex and detailed information for a significant number of academic programs and university regulations, policies and procedures, troubleshoots program services and technical system issues, instructs on proper methods and processes for compliance with university regulations, laws, and administrative rules, and to coordinate processes and assignments as needed by the Assistant Registrar of Records and Registration and the Associate Registrar of Operations.
Key responsibilities include:
The Office of the Registrar (OtR) is an Oregon State University mission-critical unit. We serve as an innovative partner, providing a clear path for student success. Institutional integrity is ensured through our strict adherence to confidentiality. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We can provide continual outstanding service because of our commitments to excellence, equity, collaboration, and innovation. The Office of the Registrar provides a welcoming and inclusive work environment, in which everyone is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.
The Academic Records and Compliance Representative is a Program Representative 1 position in the Office of the Registrar. The essential function for an incumbent is the ability to represent limited programs, articulation of policies and processes across program units, while managing a variety of operation support systems, technical tools, and program review systems. The incumbent will have responsibility, under the guidance of the Assistant Registrar for Records and Registration, for the support of students, faculty, administration, and other agencies/organizations outside OSU and may seek guidance from Program Representative 2 employees. This is a mission critical position in the Office of the Registrar ensuring the success of service delivery to diverse groups and units at OSU.
This position analyzes and interprets laws, regulations, administrative rules, and other complex documentation in order to perform the following: provides complex and detailed information for a significant number of academic programs and university regulations, policies and procedures, troubleshoots program services and technical system issues, instructs on proper methods and processes for compliance with university regulations, laws, and administrative rules, and to coordinate processes and assignments as needed by the Assistant Registrar of Records and Registration and the Associate Registrar of Operations.
Key responsibilities include:
- Providing problem solving, interpretation of university policy and regulations, advise university officials, government officials, students, faculty, staff, and the general public using multiple modes of communication including contemporary software tools.
- Serving as a knowledge resource for academic programs and campus partners across a wide range of services.
- Evaluate, analyze, and make determinations on unique cases related to institutional forms, legal documents, external third-party resources, and on-the-spot interactions with federal officers, state officials, institutional leaders, and students in crisis.
- Overseeing program services in support of students, faculty, staff, the university in general and federal privacy requirements.
- Ability to quickly toggle between programs while performing high levels of analysis in a fast-paced environment.
40% Academic Programs and Compliance Representation
- Provide interpretation, consultation, and guidance on policies, procedures, laws, and regulations related to admission, enrollment, records, and a multitude of program requirements and services to university officials, students and public.
- Responsible for the administration of program compliance, providing guidance to multiple stakeholders, including state, federal, and international government officials, university leadership, faculty, students, and the public. Responsible for accurately communicating program information about enrollment status, grading compliance and reporting, degree requirements, federal privacy laws, financial aid eligibility, visa status, student-athlete eligibility, and about student rights and responsibilities.
- Engages with university officials in other compliance offices such as Financial Aid, Office of International Services, Athletic Compliance, Veterans Services, Office of Equity and Inclusion or Disability Access Services to ensure compliance with federal reporting requirements for financial aid disbursements, accommodations, military education benefits, NCAA student athlete regulatory requirements, and international student immigration status requirements.
30% Service Requests Review
- Manage the entire lifecycle of a multitude of complex service requests from students, faculty, staff, government officials, and third-party requestors, related to academic records from enrollment to graduation. Key determinations include prioritizing requests based on impact and urgency; evaluating against program requirements for compliance with academic regulations, academic calendar, university policies, the academic catalog, and any applicable state or federal regulations; assessing accurately service requests issues and offer solutions; tracking ongoing service requests; providing self-service resources helping requestors resolve requests or issues independently; and coordinating requests with other student service units (Student Accounts, Financial Aid, Admissions), advising staff, or other university partners.
- As a functional user expert and end-user guide for customers and university stakeholders with over ten different digital platforms that support core institutional functions such as registration, graduation, grading, federal aid reporting, transcripts, and other critical and time-sensitive functions that the entire university community is reliant upon. Ensure successful and efficient flow of service requests and deliverables for the following, including but not limited to, Banner Student (SSB8 and SSB9), Banner Workflow, Faculty Grade Entry, DocuSign, PageBuilder, OnBase, Parchment, and National Student Clearinghouse, AWA, CORE, MyOregonState and MyDegrees.
- Draft end user documentation for guidebooks that serve staff, faculty, students, and other third-party system users to support service requests.
15% – Program Monitoring
- Manage, monitor, and track the following programs: university withdrawal program, alternate grading program requirements, academic standing and reinstatement policy and procedure, and academic petition program for student participation.
- Instruct and train students, university leaders, and staff on proper procedures for compliance with university regulations and policies.
- Ensures timely and accurate reporting of student program participation to support the federal reporting requirements for financial aid disbursement, veterans, and active-duty military, as well as compliance with NCAA regulatory requirements for student athletes, and immigration status requirements for international students.
- Analyze inquiries and offer resolutions related to a variety of academic topics where exceptions or alternative solutions are possible contributing to an acceptable outcome for students, faculty, or third-party representatives.
10% Operations Review
- Proactively adopt beneficial changes and new technologies to support the process flow for program operations within the university ensuring requirements of the various federal, state, and institution regulations in place are met.
- Test all new software releases and upgrades as they pertain to academic programs, services, and requirements such as institutional policies, and state and federal laws.
- Facilitate problem-solving and technical assistance for program applications including Banner Student, DocuSign, OnBase, Parchment, AWA, CORE, and the National Student Clearinghouse.
- Identify opportunities for improvement and collaborate on the changes in the areas of communications, processes, and procedures.
- Actively participate, and lead where appropriate, in office meetings, workshops, and retreats.
- Participate in cross-training for a variety of office and technological functions. Seek out and engage in opportunities to further knowledge of Office of the Registrar functions and competencies.
5% Other Duties as Assigned
- Assist with annual commencement related activities and ceremony, as required.
- On occasion, assist other units within the Office of the Registrar with university programs and activities.
- Participate in university or professional organization staff development activities or conferences.
Two years of technical or professional-level experience advising and/or instructing the public concerning specific programs or processes, monitoring programs, or performing participant reviews.
Additional Required Qualifications- Experience providing customer service face-to-face, via phone, and email.
- Experience interfacing with large systems or enterprise software and databases.
- Ability to analyze complex issues and situations, identifying alternative solutions, forecast of consequences and recommendation of an effective course of action.
- Experience with the Microsoft Office suite.
- Experience providing exceptional customer service, with the confidence to act when critical situations arise.
- Service experience advising and/or instructing people about processes and/or procedures.
- Ability to promote policy and regulation equality and integrity in all work, ensuring diverse needs of OSU’s students are appropriately addressed.
- A demonstrated commitment to diversity, equity, and inclusion.
- Experience in an office setting that works with policies, procedures, and regulations.
- Experience interpreting policies and regulations and managing records.
- Experience working in a team environment with frequent interruptions and distractions.
- Excellent written and verbal communication skills, with the ability to explain policies, procedures, and regulations
- This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
- Experience working in higher education.
- Ability to work within an environment where ambiguity and the ability to pivot quickly are commonplace.
- Experience with a student information system, (e.g., Banner, Colleague).
This position works in a professional office environment with standard business hours of 8 am to 5 pm. Because of deadlines of the University and this office, this position must work under demands of heavy volume and fluctuating workloads during specific times of the term and year. The staff member in this position must be available during peak periods such as regulation deadlines & beginning/end of terms. The coordination and training function of this role requires an incumbent who can work with a diverse population, people of different backgrounds, temperaments and work styles while being fair, courteous, and professional.
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. Yes
Posting Detail Information
Posting Number
P03747CT
Number of Vacancies
2
Anticipated Appointment Begin Date
10/10/2022
Anticipated Appointment End Date
Posting Date
08/25/2022
Full Consideration Date
Closing Date
09/18/2022
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Chris Hunt, Chris.hunt@oregonstate.edu.
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Chris Hunt, Chris.hunt@oregonstate.edu.
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
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