To coordinate the publication of the class schedule, including training department secretaries on course input guidelines and the course input system, monitoring of adherence to established campus course creation guidelines, and facilitating all changes made after the course creation deadline to ensure proper authorization of request. This position is also responsible for training department secretaries on entering tuition differential codes and faculty payment types, both of which have a direct impact on institutional research, course load reports, and tuition calculation. This position also exists to be a subject matter expert for students, staff, faculty, alumni, and community members on institutional and campus registration policies and procedures. This position also oversees the student worker responsibility distribution, time sheets, and budget, as well as collaborates with the Registrar in coordinating the annual commencement ceremony.
Records and Registration Clerk
Lead the management of incoming customer service phone calls to the Records Office.
Serve as the lead on phone call management within the office.
Establish and propose phone call management protocol and procedures for the multi-line environment in the Records Office.
Train and monitor student workers hired to answer incoming phone calls.
Participate in the interview and selection of student workers.
Assign and monitor student work.
Process student payroll sheets.
Explain how students (applied, current, and former) access BSU web page and proceed to registration screens.
Explain how to add and drop courses.
Explain how to search for open class sections.
Explain how to register for variable credit courses.
Explain how to change course grading method.
Explain procedure for seeking enrollment in a closed class.
Explain how to resolve registration holds.
Perform actual registration as needed.
Produce section status reports for AAR programs and Academic Affairs decision support.
Manage reciprocity program data input and reporting.
Verify with reciprocity states the number of students enrolled and credits taken at BSU.
Explain how students access classes at other institutions and how visiting student (degree seeking an non-degree seeking) register for classes at BSU.
Explain information related to student records, university policies and appropriate referral to students, faculty, and other support services as necessary. Requires familiarity with student policies and procedures as well as functions of other student services offices. Requires knowledge of and full compliance with data privacy regulations.
Coordinate all Common Market application processing for students leaving BSU and coming to BSU.
Respond to customers that need to be escalated for further conversations due to the nature of the caller and/or the complexity of the subject matter.
Assure accuracy and appropriateness of information provided to students and other clientele.
Priority: A Essential: Yes Percent of Time: 25%
Primary Term Course Scheduling Coordinator
Organize, coordinate, and analyze course set-up timeline, term course web application training, and course input for fall, spring, and summer terms.
Establish course set-up timelines for fall, spring, and summer terms to support course input, review, modification, and final submission of courses by departmental/divisional staff by the published deadline for public release of course schedule.
Lead instruction and training on the course input into the term course web application to departmental/divisional staff, Center for Extended Learning staff, and Records Office staff; including the proper use of instructional unit types, credits, registration restrictions, program coding, lecture/labs courses, cross-listed courses, and course messaging.
Provide troubleshooting skills to campus staff inputting courses in term course web application that are experiencing difficulty.
Research reports of underperforming application, identify whether or not a system bug is present or a system enhancement is required to fully utilize the application. Report and monitor identified bugs to system office, and report suggested enhancements to improve the usability of the term course web application.
Analysis supports minimal course conflicts, accurate tuition (regular and differential) and fee bill generation, and ease of subsequent course data querying for Institutional Research, Computer Services, and Academic Affairs.
Analysis ensures that procedures for changes to course curriculum attributes, including course enrollment caps and faculty instructor assignment are properly vetted through the appropriate authority channels.
Explain to department/division staff, including secretaries, chairs, and deans the course scheduling guidelines, especially when inconsistencies arise that need further consideration. Follow-up on all course scheduling inconsistencies until resolution is determined.
Identify, research, correct and communicate any data problems in the student records system related to course set-up to ensure resolution and minimal possibility of subsequent occurrence of data problem.
Identify, analyze, and provide technical direction to students, faculty and staff with any problems encountered with the student records and registration system.
Priority: A Essential: Yes Percent of Time: 10%
Primary Course Scheduler
Input and lead appropriate communication to constituents on course changes requested after the course input deadline for departmental/divisional staff.
Understanding of established campus procedures for course changes; times, instructor, days, course messages, course restrictions.
Cancel courses and communicate the cancelation to enrolled students.
Input all arranged courses, regardless of course input schedule, into term course web application, adhering to campus procedure for authority lines, instructional unit codes, registration restrictions, etc.
Input all study abroad courses, UND clinical courses, and other specialized program courses according to university standards and protocol.
Priority: A Essential: Yes Percent of Time: 10%
Transfer Credit Load
Enter transfer credits in ISRS.
Export transfer information from uAchieve into ISRS.
Substitution form work as needed for courses requiring prerequisites.
Graduate student petitions.
Prior learning credits.
Special exam credits.
Priority: A Essential: Yes Percent of Time: 35%
Commencement and Other Office Duties
Recruit and train staff from other offices to assist with Commencement ceremony activities.
Recruit and train students to assist with the Commencement ceremony.
Act as main point of contact for all staff and students recruited to assist with the Commencement ceremony.
Maintain Commencement website
Contact various constituents to coordinate the presentation of commencement information to minimize confusions and questions.
Work with the President's Office pertaining to the needs of honored guests and retirees, including gowns, medallions, and any other special accommodation needed for the Commencement ceremony.
Maintain office website.
Update website pages as changes to policy and procedure impact information delivered to students.
Maintain office forms.
Update office forms to support business process.
Procurement and logistics for the Records Office and Commencement.
Process purchase orders, place orders, receiving, credit card purchases, process bills for payment, inventory, and receive quotes
Priority: B Essential: Yes Percent of Time: 20%
(To facilitate proper crediting, please ensure that your application/resume clearly demonstrate fulfillment of the following minimum qualifications.)
Customer service skills sufficient to provide effective general and specialized office support on the telephone, in person and through email (this requires common courtesy, tact, interest in positive problem solving, empathy and the ability to organize ideas logically).
Data entry knowledge and skills sufficient to review source documents, enter data into specific data fields, and compile, sort and verify data accuracy before entering it.
Knowledge of standard computer software applications such as word processing, spreadsheets and databases and skills to create, modify, manage and protect them.
Knowledge of the English language sufficient to fluently speak, read, understand, and respond to a variety of written and spoken communications.
Customer Service Skills (phone, in person, public presentations)
Data Entry Performance
English (speaking, writing and reading)
Knowledge of academic policy and procedure specifically as it relates to registration and degree completion.
Training experience, specifically with modules within a complex information system.
Ability to solve complex situations utilizing critical thinking skills.
Experience in a higher education setting.
Experience with student information systems, preferably the Integrated Student Records System (ISRS).
Experience with document imaging systems, preferably ImageNow.
Demonstrates a knowledge of, an interest in, or experience with, diverse cultures and populations.
Vehicle Notice: NOTICE : In accordance with the Minnesota State Colleges & Universities (Minnesota State) Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State's vehicle use criteria and consent to a Motor Vehicle Records check. Institution: BEMIDJI STATE UNIVERSITY Eeo Notice: Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States at the time of employment. For TTY, call Minnesota Relay Service at 7-1-1- or 1-800-627-3529.
Internal Number: 18680
About BEMIDJI STATE UNIVERSITY
Bemidji State University is the place to be...bold, real, innovative, creative, global, aware, successful, and so much more! Through our signature themes, BSU and its nearly 5,000 students are committed to environmental stewardship, community service, and global understanding. You'll see that commitment in what we teach and in what we do.Located on the western shore of Lake Bemidji, our north woods campus environment reminds us daily of the need to be in tune with our world. Similarly, the American Indian culture of our region beckons us to begin our global journey by understanding our past as we prepare for the future. See for yourself by visiting us soon.