Thomas Edison State University provides flexible, high-quality, collegiate learning opportunities for self-directed adults. One of New Jersey’s senior public institutions of higher education, the University offers associate, bachelor’s, master’s and doctoral degrees in more than 100 areas of study. Students earn degrees through a wide variety of rigorous and high-quality academic methods that can be customized to meet their individual needs. Identified by The New York Times as “the college that paved the way for flexibility,” Thomas Edison State University is a national leader in the assessment of adult learning and a pioneer in the use of educational technologies. The work environment is dynamic, innovative and fast paced.
Under the supervision of the Academic Records and Registration Specialist, the Academic Records Program Assistant supports the demographic and academic records verification initiatives and performs technical functions of a complex nature in support of the Office of the Registrar. The position entails frequent exercise of independent judgment; the ability to prioritize and organize their own daily work; the ability to handle a high volume of telephone calls and help desk ticket cases; the ability to organize and process a high volume of student demographic changes; the ability to identify problems and seek resolutions in the demographic verification process; the ability to perform work utilizing a computer and associated software applications (Colleague experience preferred); excellent communication skills; the ability to acquire a thorough knowledge of the University’s academic policies and procedures, particularly regarding the Office of the Registrar. Does related work as required. Occasional evening or weekend work may be required.
Examples of Work:
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
Handle special population requirements and registration guidelines, such as corporate partnerships.
Act as liaison with Office of Military and Veteran’s Affairs on military population registration needs, experience with GoArmyEd, NCPACE and the NJ National Guard and Reserve education requirements
Experience collecting data and running automated processes within a Student Information System.
Verify and update student and graduate demographic and academic records information
Verifying information and processing charges for academic records release within the University established guidelines and benchmarks
Responsible for responding to all varieties of request for information, verbal, written and via CRM system.
Answer Office of the Registrar phone calls and Help desk tickets with exceptional customer service.
Ability to run reports and send out email communication.
Process Undergraduate and Graduate course registrations, coordinate payments and provide office phone coverage.
Answer student and staff inquiries regarding receipt of demographic and academic record changes, release requests and academic record change requests
Assist in developing procedures that meet the Registrar's requirements for demographic and academic record changes.
Consult with the Academic Records and Registration Specialist to resolve problems or policy concerns.
Assist with the University's commencement activities.
Other duties as assigned.
Knowledge, Skills and Abilities:
Knowledge of Microsoft Office Suite, specifically Word and Excel, and Dynamics 365
Excellent internal and external customer service skills.
Ability to support all initiatives related to the Office of the Registrar functions to ensure that the University meets all contractual deadlines.
Ability to prioritize and complete all duties within established timelines.
Attention to detail.
Ability to organize and prioritize work independently.
Ability to follow through on completion of all tasks.
Ability to follow up on decisions and/or directives of an Office of the Registrar manager to ensure implementation and/or completion.
Ability to consult with an Office of the Registrar manager to resolve the most unusual problems or policy concerns evolving from within the records area of the program.
Ability to provide alternative solutions within the accepted academic policies and procedures when unusual problems occur.
Ability to keep complicated records.
Ability to prepare clear, concise, and appropriate business letters in accord with office regulations, policies and procedures.
Ability to prepare and supervise the preparation of clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations.
Ability to maintain and supervise the maintenance of records and files.
Ability to read, write, speak understand, or communicate in English sufficiently to perform the duties of this position.
Education: Graduation from an accredited college with a Bachelor’s degree.
Note: Applicants who do not possess the required education may substitute experience on a year for year basis.
Note: Applicants who possess an Associate’s degree may substitute two (2) years of position related experience for the remaining two (2) years of education.
License: Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.
Special Note to Applicants:
Pursuant to N.J.S.A. 52: 14-7 (L. 2011, Chapter 70), also known as the "New Jersey First Act," which became effective September 1, 2011, all persons newly hired by the College/New Jersey State Library on or after that date shall have one year from the date of employment to establish, and then maintain, principal residence in the State of New Jersey. Employees hired prior to September 1, 2011, who transfer from within the College/New Jersey State Library, or from another State of New Jersey appointing authority without a break in service greater than 7 days but who reside outside of the State of New Jersey, are not required to change their principal residence to New Jersey in order to comply with the Act.
CLOSING DATE: December 13, 2018
How to Apply
Resumes and applications for this position will only be accepted online through ADP Workforce Now at:
Thomas Edison State University is an Equal Opportunity/Affirmative Action Employer
About Thomas Edison State University
Thomas Edison State College was established by the State of New Jersey and chartered by the New Jersey Board of Higher Education in 1972. The College was founded for the purpose of providing diverse and alternative methods of achieving a collegiate education of the highest quality for mature adults.