(Hybrid) Records Assistant III - University Registrar

The Office of the University Registrar at West Virginia University is currently accepting applications for a Records Assistant III.

About the Opportunity

The Student Services Associate, as part of a team, will provide key services crucial to the Office of the University Registrar. This position(s) requires an understanding of academic policies, procedures, FERPA guidelines and the ability to interpret the same for constituencies across campus and beyond. Student Services Associates must also be able to perform a series of duties in support of the unit and the University. This requires a strong understanding of the Banner student information system and ability to multi-task frequently with other outside websites the Office of the Registrar utilizes for transcript and degree verification processing. The Student Services Associate acts as a primary and secondary tier of resolution to resolve Registrar related issues for calls that come in through the HUB call center.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Oversees enrollment and degree verifications for current or formerly enrolled students under the guidance of FERPA regulations. This includes working in the National Student Clearinghouse to resolve Degree Verification notifications and working with outside institutions of higher education to verify the authenticity of diplomas or transcripts submitted as documents from West Virginia University. Also assist the Shared Services Office with verifying degrees for potential applicants for West Virginia University and help federal agencies who are conducting background checks.
• Manages the West Virginia University-Morgantown Parchment storefront to produce transcripts as requested by current and former students. This includes troubleshooting when transcripts have issues processing or working with technology services to resolve system processing issues. This also involves working with other offices at the University like ASPIRE and the Veterans Office to supply transcripts for them to use in coordination with their duties.
• Assist with all aspects of registration. This includes troubleshooting issues experienced by visitors to the office, phone calls and/or email. This requires understanding of how both Banner, Scheduler Builder and STAR work in concert to provide registration access to students. Also provide virtual support for registration during new student orientations by acting as a primary contact for several colleges.
• Complete approved changes to the academic records of students. These actions include grade modifications, D/F repeat petitions, retroactive withdrawals and support for grading as needed by instructors at term intervals. Also working with club sports to verify students for them to participate in club sport activities. Assist the NCAA coordinator with printing out records at the end of the term to complete student athlete files in compliance with NCAA regulations.
• Provide excellent customer service to students, faculty, staff and others who contact the Office of the University Registrar directly through the phone or email. Work as second tier assistance for the WVU HUB to serve as next level of service for Registrar related questions that need to be elevated.
• Other duties as assigned.

Pay Grade: 13

• Associate's degree in office administration/records management or a related field.
  
• A minimum of one (1) year of experience involving:
  
  
  
  • Working in a customer service environment
  • General office experience
  • Operating standard office equipment
  • Experience dealing with the public
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Incumbent must be able to problem-solve effectively with contacts from different departments both within and outside the University. Effective oral and written communication skills are an absolute necessity in this role. Additionally, it is important that the Student Services Associate be able to assimilate new technologies and utilize them in everyday practice. Knowledge of policies and procedures of other University units (i.e., Financial Aid) that impact the Office of the University Registrar are needed as well.
  
• Employee is expected to be resourceful and takes initiatives when assisting students and/or resolving problem(s). Employee is also expected to make independent, appropriate level decisions when assisting students and/or resolving problem(s).
  
• Errors made regarding student registration, student data, grades and verifications can cause problems with graduation, financial aid and academic history for students, faculty and staff throughout the University. Releasing confidential information could cause legal action. Incorrect student and department information would directly affect records, attendance, and the student's prospective graduation. This may confuse or upset the student, his/her parent, and the department. Thus, the bad experience may be shared with prospective students hindering their desire to apply to the university. The work provides guidance to a function or service that affects many employees, students, or other individuals.

Preferred Qualifications

• Experience with a University registration System is preferred

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.