Registrar Program Specialist II

Job Description

Job Description

Overview

Employment in this role is conditional upon successful execution of the contract by the client.

The Work

The Registrar Program Specialist II is responsible for performing a wide variety of administrative duties including data entry in the client's official Student Training Management System (STMS) database.

This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables.

Responsibilities

Key Responsibilities

• Establishes and manages office procedures.
• Manages and maintains the office filing system to include retiring course files according to the Disposition Schedule.
• Monitors the Registrar mailbox: responds to student inquiries.
• Works closely to support courses .
• Employs applicable security standards and procedures.
• Coordinates administrative matters as appropriate between Registrar’s office, other administrative sections (budget, facilities support, travel), and programs.
• Develops an in-depth knowledge of all courses as they relate to the Registrar’s office.
• Drafts routine e-mails to staff and students.
• Develops thorough understanding of the official Student Training Management System (STMS) to include data entry and running management reports.
• Based on a thorough familiarity with the objectives of the Training Center and the Bureau works with the Registrar in coordinating student registrations for specific courses.
• Act independently to anticipate scheduling problems, develop solutions and apply solutions successfully without frequent reference to the Registrar. Use mature judgment and common sense in the negotiation of scheduling conflicts, resolutions and other disputes related to training enrollments.
• Builds courses from scratch to include entering the course in Catalog, Course Reference, and Section. This includes the yearly update of all course descriptions and data entry of new fiscal year course dates.
• Responsible for the daily registration of student courses and maintenance of appropriate records on student enrollment and certification of courses completed. Registration is done using an online registration program or paper enrollment forms.
• Responsible for explaining requirements and scheduling of courses through correspondence and other agency’s training officers and personnel from overseas posts to include processing tuition payments through the budget office. Ensures that third party contractors have their appropriate Contracting Officer approval before enrollment.
• Assists with reports concerning statistical information. Reports include but are not limited to number of students trained, variety of students trained, how many courses, etc. Continually updates the student database and is relied upon to consolidate a variety of information within database limitations. Prepares recurring reports and as requested.
• Meets with students if the need arises to rectify and solve enrollment issues when the student arrives. This includes, but is not limited to, obtaining information from the student, identifying the overt and underlying problem, providing training information and/or directing the student to the appropriate resource if necessary.
• Ensures that course rosters are returned, students ‘completed’ in the database and certificates issued to course managers in a timely manner.
• Backs up the Registrar Specialist I with thorough knowledge of building access controls, issuing visitor badges, logging in and obtaining signatures for express mail deliveries, assisting personnel in person, on phone and online on all areas of the Registrar’s office; and preparing student certificates. Also provide data entry backup for courses assigned to other Registrar staff.
• Responds to student inquiries regarding information on Employee Profiles.
• Instructs newly hired course coordinators with online applications.
• Acts independently to schedule all courses into the Room Reservation Schedule at the beginning of each fiscal year. Continues to work with course managers and coordinators throughout the year as room requirements change.
• Other duties as assigned.

Qualifications

Qualifications – Here’s What You Need

The qualifications and skills listed below are intended to provide a general overview of the requirements for this position. However, due to the anticipated nature of the contract and the absence of a finalized task order from the client, this list should not be considered all-encompassing. Additional qualifications, certifications, skills, or experience specific to the client’s requirements may be identified and requested upon award of the task order. Candidates should demonstrate flexibility and a willingness to adapt to evolving responsibilities as outlined by the client.

• Must possess a high school diploma, associate’s degree preferred.
• Minimum of five (5) years progressively responsible experience working in an office environment.
• Intermediate knowledge of and experience with administrative or office management functions.
• Secret Clearnce is required. .
• Due to the nature of work at the client’s site, U.S. Citizenship is required.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills

• Must be highly organized with excellent oral and written communication skills.
• Must be able to work in a collaborative, team environment.
• Must be customer service-oriented.
• Must be able to handle multiple tasks simultaneously in a busy work environment.
• Must possess proficiency in SharePoint and MS Office Suites software with strong Excel and processing skills.

Our Commitment to you / overview of benefits

• SCA Health & Welfare fringe benefits. .
• Telemedicine.
• Dental & Vision.
• EAP .
• Basic Life and AD&D Insurance (Company Provided).
• Voluntary Life and AD&D options.
• 401(k) Retirement Savings Plan with matching after one year.
• Paid Time Off.

Reports to: Program Manager

Working Conditions

• Professional office environment.
• Ability to work on-site in Blackstone, VA.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to lift 25lbs. .
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.
• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.