New York Seasonal Jobs

Required Qualifications (As evidenced by attached resume):

Bachelor's degree (foreign equivalent or higher degree). Three \[3\] years of full-time academic administrative experience at the college or university level. Computer proficiency to include Microsoft Office products (i.e. Excel, Word, etc.), Google Apps (or related). Experience in a customer service environment. Experience with student enrollment systems (i.e. PeopleSoft, Banner, etc.).

Preferred Qualifications:

Master's degree (foreign equivalent or higher degree). PeopleSoft experience. Experience with classroom facilities management. Supervisory experience. Experience with course scheduling in an academic environment. Experience working in the Registrar's Office or Enrollment Services. Technical experience with classroom assignment software (i.e. 25Live, Resource 25, Ad Astra, etc.).

Brief Description of Duties:

The Assistant Registrar, Enrollment/Special Programs will coordinate daily registration adjustments, communicate with Stony Brook University (SBU) various schools and monitor the business operations of the office to ensure the Registrar's Office is meeting the needs of our students. They will also manage daily process related general registrar business, general office workflow to support the SBU various schools and manage the daily service operations calendar for phones and counter, making updates as needed.

Duties:

Registration related process and adjustments.

Oversee, coordinate and troubleshoot general registration-related issues that staff and administrative departments may run into. This will require an overall understanding of registration restrictions such as enrollment requirements, service indicators, reserves, etc. Assist and coordinate block enrollment processing, electronic messaging, G/P/NC clean-up, review of late registration fees, and mass placement and removal of service indicators. Will manage the day-to-day process of deregistration requests from departments in accordance with university policies. The incumbent will also work to review/adjust student records accordingly, which include but is not limited to, working with Admissions Office on the No-Show Cleanup, analyzing reports relating to billing and reporting issues, etc.

Coordinate the reviewing and processing of all undergraduate leaves of absence/semester withdrawals requests. S/he is responsible for examining and verifying any supporting documents that students submit to ensure their validity and/or ensure appropriate approval is obtained. In addition, work with the Associate Registrar for Enrollment Services to troubleshoot and test, when necessary, the automated LOA/semester withdrawal process in SOLAR to ensure the process is working successfully. Process all west-campus rematriculating forms in accordance to University policy in an accurate and timely manner. Responsible for coordinating and managing the imaging of all withdrawals/LOA and rematriculating forms with any accompanying documentation submitted by students into OnBase. When student assistants are available, s/he will train and oversee them on the imaging process for withdrawal forms.

As a liaison to IT, will work closely with the Associate Registrar for Enrollment Services to research and report system issues and errors, including but not limited to proposing new solutions to anticipate any upcoming changes in technology. Responsible for supporting all PeopleSoft Bundle Testing. This requires performing detailed enrollment testing scripts requiring PeopleSoft setup and logging testing results.

Responsible for the creation and maintenance of staff's schedule that supports the New Student Sessions. Serve as back-up to the Associate Registrar for Enrollment Services to review orientation reports in a timely manner to, include but not limit, the removal of orientation blocks and updating student records. Key contact for registration-related issues that may arise during orientation sessions.

Process and oversee the winter/summer visiting student applications. Assist the Associate Registrar for Enrollment Services on winter/summer related issues pertaining to visiting student applications, registration inquiries, petitions, calendar, etc.

Provide leadership and supervision to staff in support of this operation within the office. It also includes providing all registrar-related services including registration, schedule adjustments, and academic records using the PeopleSoft student information system with the goal of providing timely and exemplary service to all campus constituents. All staff will function as generalists in all areas of registrar daily business. This includes, but is not limited to: enrollment, attendance at orientations, course scheduling, records, graduation, transcript production, etc. This will require understanding of the Registrar's Office, Advising, Financial Aid, Bursar and Student Accounts business policies, as well as University Policies and Procedures. Staff will provide support to the Customer Service area of the Registrar's Office. This includes providing service at the Registrar Service Counter, answering phones in the phone queue during scheduled shifts. In addition, support the flow, communication and follow up of emails/in person tasks/issues. When possible technology and efficiency will be implemented for key aspects of maintaining and supporting students, faculty and the university as a whole. Registrar staff understands the office culture and needs, always looking for ways to improve the customer experience and streamline processes. Staff will support the behind the scenes activity for supporting the university goals.

Maintain training material for College Scheduler. As needed, serve as a backup for testing in SOLAR. Support term related changes that support student registration.

Credit limit processing. Will serve as the backup to the Senior Registrar for running the process to update all student records to set appropriate credit limits in accordance with University policy.

ENROLLMENT: Enrollment has many components that interact with each area within the Registrar's Office.

Coordinate enrollment controls available in the system. This includes permissions, waitlists, reserve capacities, and reserve groups.

Provide support and training to functional users of these enrollment controls.

Oversee and support Special Group Enrollments.

Train and support users in the utilization of PeopleSoft Block Enrollment functionality.

Coordinate the enrollment of new undergraduate students during New Student Sessions.

Train staff/leaders, as needed, in proper enrollment procedures.

Oversee the processing of student withdrawals and re matriculating.

SUNY Cross Registration requests:

Manage all undergraduate student requests in accordance with the SUNY Cross Registration Policy and respond to students' cross registration requests via the SUNY mandated cross registration portal.

Work closely with other administrative and student services offices; including Academic & Transfer Advising Services, CEAS, the Graduate School, SPD, Financial Aid, and the Bursar's Office. The Assistant Registrar may also need to consult with Stony Brook's academic departments and staff at SUNY's 64 campuses.

Respond and update student requests on the cross-registration portal as well as manage registration and all record-related data for both Stony Brook students and visiting students.

Accurately update the academic record and process service indicators, program plan changes, registration, and grading.

Provide final transcripts to other SUNY campuses upon completion of all approved cross registration requests for visiting students.

Support SUNY Korea

All registration-related matters such as processing enrollments, updating term activation, enrollment appointments, reviewing/updating their academic calendar, SOLAR password resets, and troubleshooting registration errors.

Coordinate training to support new users and refresher courses for current users. Will develop and maintain documentation for training in conjunction with Client Support staff.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.

In response to the New York State Department of Health (DOH) regulation requiring Hospital and Nursing Home personnel to be fully vaccinated against COVID-19, candidates selected for patient care positions or positions that may come in contact with patients or patient care employees, if not already vaccinated, must be fully vaccinated or obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the DOH vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also allows for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit .

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Job Number:2204139
Official Job Title:Assistant College Registrar
Job Field:Administrative & Professional (non-Clinical)
Primary Location:US-NY-Stony Brook
Department/Hiring Area:Office of the Registrar
Schedule:Full-timeShift:Day ShiftShift Hours:8:30 am - 5:00 pm

Posting Start Date:Dec 6, 2022
Posting End Date:Jan 6, 2023, 4:59:00 AM
Salary:$55,750 - $60,000
Appointment Type:Term
Salary Grade:SL3

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.