Coordinator, Records and Registration

Item 2.Q-April 20, 2012
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to I for
discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See for complete instructions.
Incumbent(s) Name (if applicable):
Position #(s):
Current Title:
Current Range:
(JCC: )
Department: Admissions and Records
College/Division: Enrollment Services /
Vice President, Student Services
Account #(s): 1101-105-0401
Action Proposed: (check all that apply)
Proposed Range: 2
( x ) New position:
Proposed Title: Coordinator, Records and Registration
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
I certify that the statements in this description are accurate and complete to the best of my knowledge.
Employee’s Signature
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
Immediate Supervisor’s Signature
Heather Turk Fiecoat
Associate Registrar, Records & Registration
Melisa Choroszy
Associate Vice President, Enrollment Services
Approved for Salary Placement Committee review.
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
Action Approved by the President (Completed by Faculty HR):
Position #:
EEO Code: 3A
CUPA Code: CM2576
Exempt: Yes or No Census Code:200
Job Class Code: 67216
Range: 2
Effective Date: 4/1/2012
Approved Title:
Employee Signature
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008
Position Description – Coordinator, Records and Registration
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
Reporting to the Associate Registrar, the Coordinator is the direct supervisor of all records and
registration staff and manages workflow and quality control measures for all records, registration and
class scheduling processes. The incumbent is the staff consultant in all residency determination and
reclassification cases and is the Admissions and Records liaison to the Residency Appeals Board.
The Coordinator also supervises the front counter ensuring excellent customer service and efficiency
in problem resolution.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
40% - Registration and Residency
 Review and updates all policies and procedures regarding enrollment and residency
 Work with Cashier to resolve issues surrounding class fees and tuition calculation
 Manage enrollment for specialized departments e.g. School of Medicine, USAC, Independent
Learning, Living and Learning Communities
 Process administrative drops and adds as well as addressing academic concerns with
 Resolve academic issues in regard to course offering structure, class fee allocation, and
relationship to the course catalog
 Work with academic departments to manage student class permissions, wait list, and reserve
capacity for enrollment management
 Collaborate with University Scheduling Coordinator for facility assignment and processing of
any schedule changes after room optimization
 Make determinations regarding Nevada residency for tuition purposes for undergraduate and
graduate students, including eligibility for reduced tuition programs
 Coordinate residency training for Admissions and Records staff, resolves issues relating to
questions of residency, coordinates and distributes residency processing among Admissions
and Records staff
 Determine qualification for Nevada residency for tuition purpose as well as eligibility for
reduced non-resident tuition programs
 Serve as main point of contact for the residency appeals board
 Coordinate admissions for non-degree seeking students and reactivation of inactive students
 Manages workflow and quality control for all enrollment functions
 Make limited exceptions to policy, e.g., class adds and drops after deadlines, immunization
waivers, etc.
 Oversee registration functions including course scheduling, immunization tracking and School
of Medicine residency decisions
35% - Customer Service/Staff Supervision
 Maintain Admissions and Records/MyNevada website, blogsite, and communications
 Ensure confidentiality of sensitive documents and data and consult on all Family Educational
Rights and Privacy Act (FERPA) issues
 Manage workflow for email tracking, chat and phone log systems
Position Description – Coordinator, Records and Registration
Page 3
Ensure timely resolution of student and parent issues
Disseminate accurate information on policy and procedures to staff and constituents
Evaluate training needs for staff, students, faculty, and administrative support and works with
Associate Registrar and Senior Analyst to provide effective training
Ensure adequate coverage of Front Counter including working with all Admissions and
Records staff to assist students during high traffic times and when specialized knowledge is
Resolve student and faculty issues for those requesting supervisor intervention
Supervise and evaluate Records, Transcript, and Front Counter staff and student employees
Contribute to recruiting, application evaluation, and recommendation for hiring decisions within
Records and Registration
25% - Academic Record Maintenance and Transcripts
 Review and update all policies and procedures regarding academic record and transcript
 Evaluate policy and timeline limitations with regard to academic history corrections and advise
academic departments
 Ensure proper processing of grade replacement requests
 Coordinate distribution of changes of majors
 Evaluate and resolve academic history discrepancies
 Direct verification of PeopleSoft academic history conversion and loading of prior academic
history detail prior to producing official transcripts
 Manage workflow and quality control for all academic record reporting, transcript production,
and degree verification
 Admission and Records contact person for the National Student Clearinghouse for enrollment
verification, degree verification, and transcript request services
 Ensure transcripts, degree verification, and enrollment verifications are processed in a timely
 Make determinations regarding refunds, expedited requests, and processing order of transcript
 Coordinate payment and deposits of transcript fees with Cashier’s Office
 Oversee electronic sending and receipt of transcript data within, between and beyond NSHE
institutions; monitors TS 130 processes in PeopleSoft
 Work with Senior Analyst on recommendations and updates to business processes
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The position makes decisions under the guidance of the Associate Registrar for Registration and
Records. All decisions made are within the context of Board of Regents and university policies and
guidelines. The incumbent makes decisions regarding the appropriateness of further referral and
appeal in cases where exceptions to policy may be warranted.
Decisions made contrary to Board of Regents and university policies may result in NSHE and external
audit findings, financial liability to the student and the institution (improper determination of Nevada
residency), and possible closure of the university by the Department of Health for non-compliance
with NAC immunization requirements.
Position Description – Coordinator, Records and Registration
Page 4
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Student records module in the Peoplesoft Student Information System
 Policies and Procedures regarding student records and registration in the Office of Admissions
and Records
 Board of Regents Policies and Procedures, University General Catalog, University
Administrative manual, FERPA
 Web Applications and maintenance
 Excellent interpersonal skills
 Excellent verbal and written communication
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
Ability to:
 Work with diverse populations
 Accurately define problems leading to efficiency in outcomes and resolution
 Multi-task and monitor the productivity and accuracy of the work products of those supervised
 Communicate complex policies, procedures and outcomes in a clear and concise manner
 Train staff
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Admissions and Records Staff
Associate Registrar, Registration
and Records
Associate Vice President for
Department Schedulers
Department Chairs
College Coordinators
Reason for Contact
To resolve registration, residency and other academic records
To train staff in PeopleSoft application, policies and procedures
regarding records processing, supervision of staff customer
service and work products
To coordinate staff assignments and evaluation, implementation of
assessment activities and future planning, exceptional decisions
To troubleshoot unusual cases and request consideration for
extraordinary exception to policy
Reason for Contact
To communicate regarding training and troubleshooting
To resolve registration and schedule adjustments
To troubleshoot registration and general student information data
Position Description – Coordinator, Records and Registration
Page 5
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and two years of experience to include one year using the
PeopleSoft Student Information System
Preferred Licenses or Certifications: None
Indicate any license or certificate required for this position.