Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.

About the Department/College

The Office of the Registrar provides services through phone, email and in person, supporting each NAU student multiple times per semester throughout their academic career by conducting core functions, which include enrollment, transcript and verification production, tuition calculation, and graduation transactions. All roles within the Registrar’s Office require employees to use new and existing technology and tools that assist with student record management, including, but not limited to: PeopleSoft, Salesforce, OnBase, National Student Clearinghouse, etc.

About the Position

The Office of the Registrar is seeking a friendly, outgoing, team member to work on a cross-functional team of two full time staff members who serve as the first point of contact for the Office of the Registrar, providing services through phone, email and in person. This team supports each NAU student multiple times per semester throughout their academic career by conducting core functions, which include enrollment, transcript and verification production, tuition calculation, and graduation transactions. All roles within the Registrar’s Office require employees to use new and existing technology and tools that assist with student record management, including, but not limited to: PeopleSoft, Salesforce, OnBase, National Student Clearinghouse, etc.

The successful candidate will exemplify the ongoing vision, mission, and goals of the university’s student academic records functions, while remaining in compliance with all Federal and State laws pertaining to confidentiality and records retention, as well as all local NAU academic policies and procedures. At all times, the Office of the Registrar secures and safeguards student records, student data, and other confidential information, and helps to maintain the secure Student Information System for academic records used in registration, and mandated reporting functions, ensuring the confidentiality and accuracy for students, and compliance with all regulations and requirements including FERPA guidelines. This position will be required to keep current on university and governing laws related to dispensing confidential information.

Responsibilities Include

30% - Customer Service, Collaboration, & Troubleshooting

• Serves as a proactive and collaborative team member who can think quickly on their feet and provides excellent customer service.
• Collaborates on a team of experts regarding courses, grades, majors, and degrees to ensure accuracy of student academic records.
• Collaborates with Business Analysts to research and implement solutions for ease of navigation through PeopleSoft student information system.
• Provides input for Student Information System new implementations and enhancements.
• Conducts regularly scheduled internal departmental PeopleSoft Updates and Fixes testing in addition to other product testing.
• Provides the campus community with accurate and timely information needed to make informed decisions related to registration, change of schedule, withdrawing from classes, etc.
• Leverages the Student Information System beyond typical end-user functions for all academic and billing records including, but not limited to grade changes, biographic/demographic updates, honors, academic and enrollment process appeals, data integrity resulting in tuition changes, and awarding degrees/certificates. Ensures all records are up to date.
• Researches and troubleshoots inquiries/concerns from students, parents, faculty, and staff representing a wide variety of backgrounds, regarding the entirety of the student academic record. Performs timely in-depth follow-up and analysis on reported inquiries and concerns.
• Proposes new and innovative department processes and procedures for increased efficiencies and client services.
• Coordinates and implements approved changes in processes and procedures affecting assigned functions. Updates affected processes and procedure manual as necessary.
• Independently makes and implements decisions to accomplish divisional goals and objectives while working under the guidelines of university policy on a routine basis.
• Assists with providing academic and enrollment services and processes to implement and manage academic and student records.
• Maintains and protects the data in the Student Information System that makes up the academic records of current and former students with a thorough understanding of university policies and laws governing release and appropriate use of student information.
• Provides services to past and current students, faculty, staff, and parents who depend on a historical financial and academic record.
• Works collaboratively with teams associated with Enrollment Management including Financial Aid, Admissions, Student Recruitment, etc.
• Composes correspondence regarding registration, academic records, commencement, etc.
• Runs Student Information Systems queries/reports to facilitate processes across campus.

30% - Enrollment

• Coordinates complex business functions to include all NAU class registration issues such as early and open enrollment adds and drops, block enrollments, withdrawals, and administrative requests.
• Independently makes decisions within established guidelines when handling Retroactive Withdrawals and Petitions to Change Drop/ Withdrawal Date requests.
• Meets critical deadlines, verifies the authenticity of forms, documentation, and approvals. Promptly notifies students of the outcome of their petition/enrollment requests, and forwards documentation to other pertinent offices for additional processing.
• Receives information from campus stakeholders to complete academic and enrollment processes on behalf of students.

25% - Transcripts & Verifications

• Processes all NAU student transcript and verification requests using PeopleSoft, the National Student Clearinghouse (NSC) website, and the NAU historical Permanent Record Card Database accurately and in a timely manner.
• Analyzes, researches, and communicates for Degree Verify requests through the NSC.
• Updates, maintains, converts, and ensures that historical transcript information from a legacy database is accurate and stored in the current student information system for readmitted and reinstated students.
• Collaborates with Financial Aid office to retrieve consortium agreement data pertinent to students with concurrent enrollment at different institutions for enrollment reporting purposes.
• Collaborates with the Office of Student Life to research inquiries regarding disciplinary conduct of students for enrollment verification requests.
• Follows strict guidelines set by the Comptroller’s Office to process credit card transactions and check deposits.
• Reconciles a detailed monthly report through the NSC to complete the electronic funds transfer deposit process.
• Processes requests from current and former students received through National Student Clearinghouse.

10% - Center for International Education and Study Abroad Support

• Coordinates with the ever-expanding international student population for the Center for International Education (CIE) Office to support students upon their return from a Study Abroad program.
• Building classes, processes enrollment, grading, academic standing, and tuition to reflect the study abroad student learning experience.

5% - Other

• Other duties as assigned.

Minimum Qualifications

• Associates or undergraduate Bachelor’s degree.
• 2 years of relevant experience.

*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Preferred Qualifications

• Experience with the functions of the Registrar’s Office, Undergraduate Admissions, Financial Aid, Student Accounts, and Institutional Research and Analytics.
• Experience working in a higher education institution.
• Experience with student information systems: Oracle/PeopleSoft, Banner, etc.
• Experience with database query tools.

Knowledge, Skills, & Abilities

• Knowledge of FERPA.
• Knowledge of higher education administrative systems, organizational practices, and related business principles.
• Knowledge of NAU student academic records practices and functions (e.g., student program/plan data; graduation processes; enrollment and student records and functions, etc.).
• Skills in prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Excellent computer skills: Microsoft Office, databases, Internet.
• Proficient in Student Information Systems.
• Ability to establish and maintain effective working relationships.
• Strong attention to detail and ability to meet deadlines.
• Possesses strong problem solving, organizational, and analytical capabilities.
• Demonstrated ability to work efficiently and effectively in a team setting as well as the ability to work independently and serve as a logical, proactive problem solver.
• Promotes a diverse, inclusive environment, with the ability to work effectively with people from a variety of culturally diverse backgrounds.

Compensation

Salary range is $38,628 - $41,307. Annual salary commensurate with candidate's qualifications and related experience.

Pre-Employment Check

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Also, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements.

Notice of Availability of the Annual Fire and Security Report

Each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Immigration Support/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Submit your Application

To apply for this position, please click on the "Apply" button on this page. You must submit your application by midnight of the application deadline.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.