Job description
The Office of the Registrar at
Oberlin College, invites applications for the position of Departmental Technician I. This is a full-time, 12-month continuing position reporting to the Associate Registrar for Curriculum, Degree Progress, and Graduation. Working as a member of the curriculum management and degree audit teams, the incumbent will interact regularly with department chairs, administrative assistants, faculty, and students. This position requires comfort and proficiency with data, systems, and software applications; strong communication and interpersonal skills; critical thinking; exemplary attention to detail and accuracy; resourcefulness; and the ability to adapt and demonstrate a nimble approach to completing assigned work.
Responsibilities
The incumbent will support course maintenance, the production of the schedule of classes, and classroom scheduling; evaluate students’ degree progress; and confirm the completion of degree requirements for pending graduates.
Essential Job Functions
Course Maintenance and Schedule of Classes
- Develop and maintain an understanding of course, section, and schedule data
- Assist with updating course and section information in the Banner database in accordance with institutional policies
- Enter instructor classroom preferences into EMS room scheduling software and assist instructors with classroom changes when needed
- Assist faculty, staff, and students with booking classrooms for one-time use
Degree Progress and Graduation
- Understand and apply institutional policies for degree and program requirements, advanced placement credit, transfer of credit, and commencement eligibility
- Perform degree audits for potential degree candidates
- Perform degree audits and evaluate degree progress for advising purposes such as course underloads and withdrawals
- Enter exceptions and overrides for degree requirements
- Approve students as “finish away” status, monitor the progress of finish-away students, and award degrees once the coursework is completed
- Communicate with faculty, advisors, and students about students’ degree progress and address questions about institutional policies; refer questions when appropriate to the associate registrar or registrar for further consideration
- Support Commencement activities
Policies and Systems
- Enforce federal, state, and college regulations, policies, and deadlines
- Maintain confidentiality of student records and exercise judgment and a heightened sense of ethics as it relates to student records
- Develop and maintain an understanding of the student information system (Banner) and software applications such as EMS, Degree Works, Section, and Curriculog
Marginal Job Functions
- Keep up to date with new software systems and technology
- Assume the duties of other office personnel in their absence
- Assist with Orientation and All Roads activities
- Other related duties as assigned
Required Qualifications
- Experience working in a high-volume, fast-paced, and deadline-based environment amidst interruptions and experience adapting to changing conditions, procedures, and practices
- College degree or equivalent combination of experience and education
- 5-7 years of progressively responsible secretarial, clerical, or para-professional work experience
- Computer skills, including word processing, spreadsheets, and imaging software; experience with a relational database environment and data entry; typing speed of 50 wpm; and ability to learn new technology and software
- Extensive use of software systems, including Banner, Degree Works, EMS, and Excel, is required.
- Familiarity with the use of Microsoft Excel formulas, functions, and tools to manipulate and analyze data
- Excellent oral, written, and interpersonal communication skills
- Favorable references
Desired Qualifications
- Relevant higher education work experience (e.g. academic department, student records, student services, financial aid, admissions)
- Experience with the student records module of the Banner administrative software package
- Excellent organizational skills and attention to detail
- Demonstrated experience thinking critically, analytically, and systematically
- Demonstrated experience planning and prioritizing work
- Demonstrated experience utilizing resources to address issues and questions
- Experience and proven record of success in working in an office team environment
- Experience working effectively with people from different backgrounds, including those associated with race, ethnicity, international origin, religion, socioeconomic status, age, gender, disability, sexuality, and other aspects of human diversity
Compensation
This pay Grade 6 Administrative Assistant position is to be filled at an hourly rate of $25.50 ($49,720 annually) or at the appropriate transfer rate for internal candidates and includes an excellent benefits package.
Special Instructions to Applicants
Applicants chosen for interview will be contacted to take the following testing in the Human Resources Office: Keyboarding, Basic Word, Basic Excel and Proofreading. Candidates must pass all tests in order to be considered for an interview.
A complete application will include a cover letter, a resume, and a list of three professional references.
A complete application will include a cover letter, a resume, and a list of three professional references.
Documents Needed to Apply
Required Documents
Optional Documents
- Cover Letter
- Resume
- List of References
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