Student Status Examiner Associate
Office of the Registrar
University of Wisconsin-Parkside

The University of Wisconsin Parkside invites applicants for a Student Status Examiner Associate to join our team in the Office of the Registrar. 

This position is a university staff, full-time, non-exempt, non-represented position. A six month probation period may be required. The hours of work for this position are Monday through Friday, 7:45 am - 4:30 pm, with a late hour rotation until 6:00 pm on nights when the office has extended hours. The current pattern for evening hours is Mondays and Thursdays during the Fall and Spring terms. 

Essential Duties and Responsibilities

1) 15% Administrative Assistant to the Registrar

a) Maintain and monitor all aspects of the unit budget and reconcile any discrepancies between unit budget records and UW Accounting Control Ledgers.

b) Act as central reception for unit, analyzing all questions, solving problems and referring them appropriately. Stamp and distribute all mail.

c) Assume all responsibility for equipment and supplies purchased in the unit, which includes research on best alternatives, pricing and recommending vendor through purchase. Use of Procard required.

d) Manage and submit daily deposit information, including the credit card machine, and keep records of submissions as required. Reconcile deposit information with weekly and monthly reports, maintaining a user friendly filing system.

e) Provide professional and quality customer service to all students, faculty and staff who email, call or visit the office. This position is the customer service lead.

f) Interview and hire all student employees in coordination with Human Resources and the Assistant Registrar. Monitor submissions for accuracy and adherence to policy.

2) 40% Transcript Request Processor

a) Develop, implement, monitor and revise as needed, all policies and procedures involved in transcript processing.

b) Serve as the lead in all transcript processes; responsible for all transcript processing and testing, when needed.

c) Develop and maintain procedure documentation for standard and non-standard processes to be used by others in the office when they need to provide coverage.

d) Accountable to verify funds submitted from Credentials collection of transcript fees reconciles with our records of transcripts processed (minus their fees for services provided).

e) Ensure all transcripts are accurate before sending; field questions from students with concerns and monitor the transcript print queues etc, and report issues to IS Business Automation Senior and Registrar immediately.

f) Address change processing weekly based on change submissions through Credentials

3) 40% Student Records Processing

a) Process enrollment verifications.

b) Process degree verifications - letters (primary)

c) Process degree verifications through NSC (lead as part of a team)

d) Update student address and other demographic information as requested.

e) Process change of advisor forms.

f) Provide leadership as part of the ImageNow team related to maintaining filing, records

g) Retention and appropriate workflows.

h) Perform data entry related to graduation applications and processes.

i) Provide assistance with graduation related processes as requested.

j) Provide assistance with support of the web content for the office.

4) 5% Other Duties as Assigned

a) Perform athletic eligibility first review of documentation for Registrar's/Assistant Registrar's signature.

b) Review, test and maintain PeopleSoft in related areas as patch bundles, upgrades and new features are reviewed and applied.

c) Provide assistance with other areas as needed for service coverage.

d) Participate on work teams, project teams within the department, division or university as assigned, based on professional knowledge.

e) Other duties as assigned by supervisor(s).

Required knowledges skills and abilities

• Knowledge of modern office practices and equipment, including but not limited to scanners, copiers, fax machines, computers, and multi-line telephone systems.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Strong problem solving and trouble shooting skills.
• Ability to handle complex questions from students, staff, faculty, and the public.
• Ability to answer the phone, take messages, place and transfer calls to appropriate areas. 
• Ability to communicate effectively using the English language.
• Ability to learn and perform all essential job functions accurately, safely and in a timely manner, with minimal direction from supervisor after receiving training.
• Visual ability to verify data and other sources of information.
• Proof reading skills.
• Ability to operate a PC workstation and various office equipment.
• Proficiency with Microsoft Office software products, in particular, Word and Excel.
• Ability to work under pressure of deadlines and multiple service demands while maintaining professional demeanor.
• Experience in working/interacting with a diverse, multicultural population.
• Be Responsible for money, University funds, or accounts which hold financial information.
• Ergonomic Requirements (i.e. excessive mobility to make deliveries on campus, climbing ladders, extensive computer use)
• Extensive keyboarding and use of a PC terminal
• Frequent use of various office machines, such as copiers, scanners and scanning station for ImageNow, microfilm machine, various stamps and seals, etc.
• Bending for filing
• Frequent use of the phone
• Light to medium lifting
• Frequent movement up and down, in and out of chairs, and walking within and outside of the office.
   

Qualifications

Required

Experience working with a PC and proficiency in Microsoft Office products, particularly Word, Excel and Outlook.

Two or more years of providing excellent customer service.

Preferred

Experience in higher education.

Experience working with student records and/or processing transcripts.

Experience working with student information systems, and in particular, PeopleSoft or other Oracle products.

Experience working with ImageNow.

Two or more years professional experience working with confidential records

Salary and Benefits

The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan.  

Review of Applications

In accordance with UW Parkside policy, this posting is for 7 days. Online applications received September 23, 2015, are ensured full consideration.

Application Process

STEP 1: Please select the applicable link below: 

http:/www.careers.wisconsin.edu : 

STEP 2: You must login before you can apply. Input your "User Name" and "Password" and select "Login" . If you have not yet registered, click "Register Now" to begin the registration process. 
Under "Basic Job Search" enter the Keyword "Parkside" and click the Search button.
Select "Student Status Examiner Associate"  
Click "Apply Now".  

STEP 3: Submit application materials:
- Cover letter that specifically addresses qualifications for the essential job functions 
- Resume 
- Names and contact information for three references 

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials.  

You must select "SUBMIT", selecting "Save" will not forward your application materials to the search committee. 

If you have questions about how to apply go to https://kb.wisc.edu/hrs/page.php?id=21544

In instances where the Search and Screen Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration. 

Legal Notices:
The University of Wisconsin Parkside is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applicants from women, people of color, persons with disabilities and all veterans.

Under a court approved settlement agreement and Wisconsin Statutes, we are required to provide a list of all nominees and applicants who have not requested in writing (addressed to the UW Parkside Human Resources Office) that their identity not be revealed. Persons agreeing to be final candidates will have their identity revealed as a final candidate.

Employment will require a criminal background check in accordance with the Wisconsin Fair Employment Act.

In compliance with the Clery Act of 1998, the University of Wisconsin Parkside Crime Statistics Report is available at https://www.uwp.edu/live/offices/universitypolice/crimestats.cfm. Call the UW-Parkside Campus Police Office at 262-595-2455 for a paper copy of the annual report.  

Contact Information

If you have application questions call or email:

Jody Seidl
Office of the Registrar
University of Wisconsin Parkside
Office: (262) 595-2285
Email: jody.seidl@uwp.edu