Operations and Records Manager - Part-Time - Bellarmine University

Job Description:

The primary responsibilities of this part-time (15-20 hours per week) position are 1) to provide management and support for the overall day-to-day operations of the Office of the Registrar, and 2) to oversee and maintain student status and enrollment records.

Office Operations: Management and oversight of frontline customer services.

• Develop expertise to process all ERP transactions related to registration and records (e.g., add/drop/registration, address changes, photo submissions, withdrawal/hiatus forms, etc.).
• Complete custom enrollment verifications and letters, including deferment requests.
• Manage requests for duplicate diplomas and academic records. Produce and reconcile official transcript requests with the National Student Clearinghouse.
• Oversee mailings, including retrieval and distribution of incoming electronic transcripts.
• Create and submit purchase orders/requisitions for office staff (budget management) and facilities work orders.
• Ensure office inventory (e.g., diploma mailers, Latin Honors medals, paper, toner, etc.) is adequately stocked.
• Monitor office phone's voicemail.
• Train and supervise student employees.
• Serve as the Associate Registrar's primary backup for managing the Registrar's Office inbox.

Student Records & Data Integrity: Ensure the data integrity of all student records and oversee processes to maintain accurate, up-to-date student statuses.

• Collaborate with other offices to reconcile all incoming student data before each semester's census day.
• Manage the declaration/change of major and change of advisor processes for upper-level undergraduates and graduate students. Collaborate with the Student Success Center on first-year and sophomore records as needed.
• Ensure all documents for current students are properly stored in OnBase (document imaging system). Oversee OnBase workflows and implement quality control checks for document indexing.
• Ensure the integrity and confidentiality of student and alumni records, strictly adhering to university policy and FERPA guidelines.

General Support and Other Duties:

• Support the Associate Registrar with faculty attendance reporting processes and resolve issues leading to student administrative withdrawals.
• Support the Associate Registrar with transfer credit evaluation and entry, including credit for prior learning.
• Support the Associate Registrar with National Student Clearinghouse transmissions and error reconciliation.
• Support the Associate Registrar with the input, development, and implementation of the academic course schedule each semester.
• Provide back-up support to all office staff members during absences.
• Other duties as assigned.

Requirements:

• Associate's degree or a minimum of three years of experience in student services, higher education, or a related field.
• Excellent customer service skills.
• Ability to be on-site for scheduled work hours.
• Professional demeanor with strong written and communication skills.
• Excellent organization and attention to detail.
• Ability to establish priorities and perform accurately under pressure.
• Aptitude for understanding and analyzing data, recognizing anomalies, and interpreting requirements.
• Willingness to learn and adopt new technology solutions.
• Team-focused and willing to contribute to achieving a higher level of service.

Preferred Qualifications:

• Proficiency with Microsoft Office products.
• Experience using Ellucian Colleague (ERP), Hyland OnBase (document imaging), or comparable technologies.
• Familiarity with the services provided by the National Student Clearinghouse.
• Ability to analyze existing procedures/practices and identify/implement improvements for efficiency and effectiveness.

Application Instructions:

Please submit a cover letter, resume, and contact information for three professional references.

Please note: Visa sponsorship is not provided for this position.

URL: www.bellarmine.edu/registrar/index.php