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Coordinator of Communication and Training

Apply now Job no: 526128
Position Type: Staff Full Time
Campus: UMass Boston
Department: Registrar's Office
Pay Grade: 32
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time

General Summary: 

The Coordinator of Communication and Training in the Registrar’s Office will work with the senior leadership team in the Registrar’s Office to develop and implement communications, trainings and processes to keep students, faculty and staff  informed of important deadlines, policies and processes regarding registration, student records, academic and graduation requirements.  The Coordinator will serve as Primary Web Editor for the Registrar webpages and will be responsible for developing Registrar-related training documents, videos and other training materials on an as-needed basis.  In addition, this position is responsible for tracking/cataloging academic policy and process changes and ensuring that Registrar processes, forms and informational materials are up-to-date including, but not limited to, student forms, the Registrar web page, student FAQs and instructional videos and that policies/processes are archived and accessible as needed to the University community.  The Coordinator will work with the Senior Associate Registrar/Registrar to support advising offices through training, system support and regular communications.   The employee will serve as a liaison between senior staff, advisors and departments in reviewing departmental practices and student records to ensure adherence to published policies, correcting discrepancies and working with other staff to correct records and/or process exceptions.    The employee will also share in covering office-wide responsibilities including phone and email coverage.

Examples of Duties: 

• Develops and implements communications keep students, faculty and staff informed of important deadlines, policies and processes regarding registration, student records, academic and graduation requirements;
• Maintains a yearly calendar of notifications;
• Develops student, staff, and faculty training materials on WISER and registrar-related processes. Works with IT to update knowledge base with training information;
• Works with Senior Associate Registrar to develop and provide in-person training as needed for students, faculty and staff on registrar systems, policies and proceeded;
• Develops and oversees a system to track and disseminate academic policy and process changes and ensure that Registrar processes, forms and informational materials are up-to-date including, but not limited to, student forms, the Registrar web page, student FAQs and instructional videos;
• Serves as the Primary Web Editor for Registrar webpages;
• Assists the Senior Associate Registrar with advising support functions, including, but not limited to: communications, advisor assignments, mid-term alert processing and reporting, student group maintenance and reporting, and service indicator management;
• Coordinates office information and procedures and notify appropriate offices on any changes to Registrar related policy or procedures as they relate to student’s records;
• Responsible for maintaining the Academic Calendar for accuracy and timely posting;
• Coordinates forms development for the Registrar’s Office.  Works with the different work areas in the office to manage templates and form implementation. Responsible for auditing form processes and developing and implementing improvements;
• Works with senior staff to monitor and correct student record discrepancies ;
• Prepares discrepancy reports and communicates with appropriate departments to adjust records as necessary;
• Liases with Office of Undergraduate Studies regarding issues of repeated classes, exception repeat processes and course sequencing violations, addresses issues as needed and makes recommendations to senior leadership team 
• Develops and maintains internal calendar for Registrar cycle of work – system actions, deadlines, action dates 
• Provides general orientation to new staff in the Registrar’s office; relating general office practices and procedures to new hires
• Assist in the day to day operations of the registrar’s office; including, but not limited to, answering general phone calls, responding to general emails, etc. 
• Other duties as assigned. 

 

Qualifications: 

Bachelor’s degree required.  Five or more years of full-time experience in higher education administration, preferably in Registrar’s Office is required. Additional four more years of experience can be substituted for bachelor’s degree. Experience with PeopleSoft and College Source suites, preferred. Strong communication skills ability with a focus providing academic information in a clear and concise manner is required. 
 
• Ability to function collaboratively across other stake holders in the university 
• Experience with student administration systems such as  People Soft including reporting and record maintenance.
• Experience with interpreting and implementing academic policies in higher education.  
• Ability to multitask and pivot to learning new technologies.
• Technical experience with College Source suite degree audit or similar systems.
• Knowledge and experience with communication across a variety of platforms including website management
• Experience with tutorial creation via video production and editing. 
• Knowledge of student records business processes, including FERPA, etc.;
• Understanding the relationship between a student information system and any external systems or interfaces to accurately analyze data and manage student records;
• Proficient in Microsoft Office;
• Ability to work independently and make decisions regarding graduation issues;
• Ability to work successfully as a team member;
• Ability to work under pressure with minimal supervision and to take initiative;
• Strong oral and written communication skills;
• Solid  organizational and interpersonal skills;
• Strong commitment to customer service.

 

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade:     32         

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HRDirect@umb.edu or 617-287-5150.

Applications close: Eastern Standard Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

UMass Boston normally does not provide H-1B visa sponsorship for non-academic positions.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.