Registrar Services Coordinator

The Registrar Services Coordinator serves as the primary point of contact for the Office of the University Registrar, analyzing and improving the administration of information to students, faculty, and administrators. They provide administrative support in areas such as registration, records, transfer, scheduling, and degree audits as needed. The position is responsible for verifying enrollment, processing transcripts, and maintaining academic record integrity in compliance with university policies and FERPA regulations. Additionally, they handle telephone inquiries, email communication, and in-person interactions, offering accurate information and delivering outstanding customer service. This role requires a thorough understanding of academic regulations and procedures, ensuring compliance with university policies, answering inquiries, and making appropriate referrals within the university.

Core Responsibilities:

Perform Office of the University Registrar operations (30%):

Makes necessary registrations and adjustments, including block registrations, to students’ academic and demographic records.

Process registrar related forms thoroughly checking for accuracy, appropriate signatures and documentation ensuring they are in accordance with university policies.

Enters data accurately so appropriate deadlines are met according to established policies and procedures.

Maintains and updates students' academic record as requested.

Maintain and store processed documents to the student record via the university’s document imaging system.

Provide information regarding policies and procedures related to registrar services to students, the university community and the general public by phone, e-mail or in person (enrollment, registration, scheduling, certification, grades, etc.)

Ensure transcript and diploma payments received by mail are processed daily.

Adheres strictly to routine safeguards for records security.

Customer Service Support (30%):

Serve as the primary point of contact for the Office of the University Registrar, providing front-line support to students, faculty, staff, and families via phone, email, and in-person interactions.

Greet visitors and connect them with appropriate services, answer common registrar-related questions, and provide campus directions.

Respond to and manage a high volume of inquiries, including registration, graduation, transcripts, holds, general academic questions and other inquiries.

Communicate complex information on academic policies, deadlines, and procedures to callers.

Open and distribute mail to relevant parties within the Office of the Registrar.

Access and interpret Banner for accurate enrollment information and customer support.

Regularly communicate with supervisors about potential issues, error patterns, and policy-related questions.

Correctly answer inquiries from students, faculty and the university community concerning enrollment related information by referring to the appropriate policies and procedures.

Student record verifications, certifications, transcript requests and other time sensitive documents (30%):

Research student history to retrieve accurate information.

Process enrollment verifications, degree verifications, transcript requests and other student record requests by phone, email, in-person and through the National Student Clearinghouse while adhering to appropriate university and FERPA policies.

Update student identification information within the Student Information System (Banner) upon request. Involves obtaining and reviewing proper documentation needed for name changes including identification documents, signed releases, court orders, etc.

Receive, verify and process requests for transcripts, ensuring accuracy and timeliness.

Prepare and distribute paper transcripts and verifications.

Performs other duties as assigned (10%):

Assist with other projects as needed.

Qualifications         

Minimum Hiring Standards:

Bachelor’s degree or at least two years of relevant experience required.

Excellent customer service skills, with a focus on providing support in a professional and courteous manner.

Strong verbal and written communication skills.

High attention to detail with a high degree of accuracy.

Skilled in researching and resolving issues.

Ability to effectively manage multiple and shifting priorities.

Experience using Microsoft Office (Word, Excel, PowerPoint) or Google Suite (Docs, Sheets, Forms).

Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications:

Ability to solve problems and seek solutions while working with students and stakeholders from varied backgrounds and experiences.

Ability to work collaboratively with in-office subject area experts.

General knowledge of academic rules and regulations.

Excellent organizational and time management skills.

Ability to manage sensitive/confidential information.

Experience working  in a higher education setting

Experience with Banner Student Information System or similar student information system

Other Position Details :

This is a fully in-person position located on VCU’s Monroe Park Campus.

This posting will close at 7PM on 5/4/2025.