Office Coordinator (Professional Services Specialist 4)

Office Coordinator

The Office Coordinator supports the office and performs professional functions using established policies, practices, and guidelines of the College, the Teaching & Learning Core, and the Office of the Registrar. The Office Coordinator serves as a vital member of the Registrar team, coordinating registration for some specialized enrollment groups, managing office-related communication, following and explaining established policies, procedures, precedents, and guidelines to students, faculty and staff, supporting the office in budgetary processes and performing other related duties as required.

Examples of Duties

Duties:

• Coordinate all Dual Enrollment processing for high school partners, in collaboration with the Office of Admissions, including course section creation, registration support and grading.
• Coordinate Independent Study courses each semester; includes reviewing requests, creating new course sections, registering students, maintaining lists and communicating with students, faculty and Deans as needed register students for Independent Study courses pursuant to College policy.
• Coordinate and maintain "saved seat assignments" in collaboration with the Center for Student Success.
• Process and monitor students who are approved for Medical Leaves of Absence each semester/term in coordination with The Center for Health and Counseling Services.
• Coordinate all cooperative learning opportunities/courses with the Cahill Career Development Center; this includes running reports, requesting and entering faculty information, registering students, establishing late registration deadline dates, communicating with the Office of Financial Aid, creating new course sections as needed, and more.
• Manage Incomplete Extension process including conducting student/faculty outreach, as needed.
• Along with other Registrar staff, assists with finalizing the Grading process each semester/term by reconciling Incomplete grades, Withdrawals, Repeat Course options, etc.
• Prepare, update, and disseminate the Deans' List letters after each fall and spring semester.
• Provide requested information to students, other offices across the College, representatives of the State and local government, other groups, organizations, and agencies, as permitted in accordance with established policy and law for purposes of background checks, apostilles, subpoenas, etc.

Communication and Training

• Develop, coordinate and administer student information sessions for registration and degree audit review (i.e., Banner, WSS9, U.Achieve, DegreeWorks, etc.).
• Oversee Office of the Registrar communications regarding important College updates and deadlines (e.g. registration dates, deadlines, new functionality of systems, training, etc.) and maintain templates for communications (email, Daily Digest, social media postings, etc.).
• Maintain all Office of the Registrar forms and update as needed for posting on the website and dissemination to students, faculty and staff.
• Maintain the Office of the Registrar website and related webpages

Budget, Systems and Support

• Monitor the Office of the Registrar annual budget and purchase requests. This includes but is not limited to ordering supplies, communicating with vendors, publication needs, memberships, staff travel, etc.
• Hire, supervise and train Student Assistants (both Federal/Non-Federal Work Study).
• Proficiently utilize information systems, platforms and software used by the College; these include but are not limited to Google Suite, Microsoft Office, Banner, DegreeWorks, UAchieve, Adobe and CourseDog
• Deliver excellent customer service through phone, email, and in-person contact to various individuals requiring assistance from the Office of the Registrar.
• Serve as reporting backup for National Student Clearinghouse.
• Participate in all student orientation programs as a representative of the Office of the Registrar.
• Assist with Commencement responsibilities assigned to the Office of the Registrar including providing Commencement event coverage.
• When appropriate, serve on Core-level or College-level committees, task forces, etc. as assigned.
• Serve as backup to Registrar Support Representative and supports those functions on an as needed basis as directed by the Associate Registrar or Registrar.
• Assume other duties as assigned.

Qualifications

REQUIREMENTS:

EDUCATION/EXPERIENCE:

Bachelor's degree earned from an accredited college or university is required combined with 1 year of related experience. (Note: Applicants who do not possess the required education may substitute related experience on a year-for-year basis.)

Additional Knowledge/Skills/Abilities:

• Excellent oral and written communication skills and the ability to prepare correspondence.
• High level of comfort, knowledge, and proficiency in technology, especially integrated student information management systems (preferably Banner).
• In-depth knowledge of Microsoft Office and Google Suite.
• Broad operational knowledge of and the ability to read and interpret college academic policies, procedures, and resources, as well as Office of the Registrar regulations, standards, and procedures.
• A working knowledge and comfort with the Family Educational Rights and Privacy Act (FERPA) regulation governing student access to records and release of confidential information.
• Ability to prioritize work and accomplish tasks/complete job responsibilities in a timely manner with minimal direction/supervision. Being a self-starter.
• Ability to analyze information and communicate results effectively to a variety of user levels.
• Ability to prepare clear, technically sound, accurate, and informative reports containing findings, conclusions, and recommendations.
• Ability to establish positive and collaborative working relationships with campus constituents.
• Ability to maintain confidential, follow-up, and other records and files.
• Commitment to diversity; demonstrated ability to work in a multicultural environment.

Supplemental Information

EEO Statement: Ramapo College is an Affirmative Action/Equal Employment Opportunity Employer. Ramapo has a long history of advocating, advising, and supporting diversity, equity, and inclusiveness. Examples can be found in its mission statement, strategic plans, degree and course offerings, community outreach programs, and other diversity programs. Ramapo's commitment to diversity and inclusion is infused across all facets of the College; where the environment is welcoming, dedicated to social justice, respectful of freedom of expression, focused on educating and having an ongoing conversation regarding cultural competence and the benefits and importance of diversity.