Registration and Records Staff Assistant Employment Opportunity - Internal Applicants Only: The College at Brockport

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Registration and Records Staff Assistant Employment Opportunity - Internal Applicants Only

The Registrar’s office is charged with upholding the academic integrity and values of an institution.

The Staff Assistant – Registration and Records may be responsible for the following duties:

• Assist with the review of student records for the purpose of graduation and compliance for federal and state financial aid programs; for students who are identified with problems, send correspondence to these individuals notifying them of the issues and possible remedies to the concerns; work with Marketing Communication Office to provide information for the commencement program.

• Assist in review and update of departmental and College policies, develop a working knowledge of policies and the ability to articulate these policies to the various constituencies that request service from the office.

• Oversee departmental email inquiries and respond clearly and concisely.

• Oversee enrollment/degree verification process with the National Student Clearinghouse and other third parties, resolve discrepancies and ensure that subsequent reporting to the National Student Loan Data System is correct.

• Assist with Banner Catalog revisions and oversee the call for the Special Sessions Schedule of Classes ensuring that compressed course contact hours conform to generally accepted standards, work with academic departments to ensure that courses are updated appropriately for each term and ready when registration is turned on.

• Collaborate with the Degree Works Generalist and or HESC specialist to develop, test and maintain the functionality for the Student Educational Planner and Student Outcome Tracking modules in Degree Works.

• Work with other college offices to ensure that annual college publications are up to date based on current policies and procedures

• Coordinate front end operations to include customer service issues, registration counter staffing, transcripts requests and processing, records management, procurement of equipment and supplies and digital archiving of student paper records

The Registrar’s office is charged with upholding the academic integrity and values of an institution.  As technology evolves, employees need advanced problem solving skills, an ability to organize and prioritize multiple tasks, work independently and pay attention to details. The Staff Assistant is responsible for either coordinating the schedule of classes for the winter and summer terms or the commencement program.  In addition, these positions will manage registration and verification processes, resolve registration issues via telephone, email and face to face inquires, coordinate the setup of the automated waitlist process and troubleshoot issues related to this process.  These positions will facilitate enrollment reporting to the National Student Clearinghouse, resolving errors, and providing additional verifications to third parties who do not use NSC.  These positions will monitor procedures used for the banner document management system confirm that they are followed and conduct spot checks of indexed documents to authenticate the information is correct and readable.

Local Title: Registration and Records Staff Assistant

SUNY Budget Title: Staff Assistant

Minimum Salary: $41,500

Essential Functions  

Ensures the accuracy and security of student academic records in accordance with FERPA, College policies and standard records management practices; responsible for implementation of those procedures and compliance with policy. [10%]

Provides high quality service to campus constituencies through verification of student enrollment/degrees and other student information and interprets, explains and enforces academic policies and procedures to students, faculty, staff, alumni and parents. [10%]

Schedules the reporting of enrollment data to the National Student Clearinghouse and facilitates the resolution of related system and data discrepancies, as well as difficulties experienced by students, such as securing loan deferments and other related matters. [5%]

Ensures compliance with the College and the State of New York records retention policies by using professional resources to stay current with records management techniques relating to document imaging, disaster recovery, record retention schedules and other critical issues. [5%]

Administers registration services by developing and documenting policies and procedures, implementing and maintaining effective systems and working in cooperation with the Registrar and others to ensure academic policies and procedures are implemented and proper records are maintained. [10%]

Monitors support services to students such as processing withdrawals, course cancellations, pre-requisite drops and assesses student satisfaction with registration services by examining registration trends and periodically administering surveys.  [15%]

Possesses a thorough knowledge of academic policies and College data systems and provides training for the campus community on topics such as FERPA, class schedule building, academic policies and web-based computer systems and programs. [10%]

Required Qualifications:

Bachelor's degree from an accredited US Dept of Education or internationally recognized institution 

Professional experience in higher education.

Ability to learn and use query tools

Ability to manage details associated with the implementation of complex policies and procedures

Preferred Qualifications:

Experience with the functions of a Registrar's Office or other college student services office

Experience with degree audit or scheduling software (Degree Works, EMS)

Knowledge of FERPA

Ability to work in a fast-paced environment

Ability to develop knowledge of, respect for, and skills to engage with those of other cultures and backgrounds

Strong problem solving skills, attention to detail, and organization skills

Application Instructions - Internal Applicants Only:

Please visit to complete an application including your cover letter, resume, and contact information for three professional references. Official transcripts are required upon hire. Application material will be accepted until 2/14/18. Employment at The College at Brockport is contingent upon the successful completion of a background check and final budgetary approval.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

The College at Brockport, State University of New York is an AA/EEO/ADA employer. The College actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the College.



The Office of Human Resources, 395-2126

Human Resources

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