The incumbent is responsible for entering and ensuring data is keyed into the computer in a timely and accurate manner, also provides customer service and secretarial support in the Office of the Registrar.
Primary Duties and Responsibilities:
Enters and ensures that the data received from source documentation from departments, colleges, external agencies, ancillary support offices, parents alumni and currently enrolled students related to “enrollment and administrative services” including but not limited to student scheduling, registration, PINS, class schedules, master schedule of classes, transcript requests, grading, graduation, records maintenance, withdrawal from courses or college, purchase orders, transfer credits, incompletes, repeats, undergraduate and graduate student eligibility for candidacy and graduation, preparation and distribution of student and faculty grade reports, internships, practicum’s, thesis, independent study, individualized instruction, study abroad and exchange, clinical sites, and any and all academic record maintenance activities are keyed into the mainframe.
Enters and ensures that data received from source documentation from the colleges and or departments in compiling the Master Class Schedule or related to classroom space allocation, is keyed into the computer or into an access database, excel spreadsheet, word processing, or in written correspondence is completed in a timely manner and with a high degree of accuracy. These transactions include but are not limited to: course planning work sheets, academic classroom reservation book, course worksheets, course enrollment reports, course validation reports, master class schedule change forms or access database or excel spreadsheet, faculty name and ID table, and other forms of communication.
Provide clerical support related to transfer articulation, document management, classroom utilization, distribution of classes, room and event scheduling, catalog, and curriculum issues. Maintain, support and coordinate data entry on PeopleSoft application and ancillary software applications related to transfer articulation, document management, and classroom and event scheduling software to students, departments, faculty, and outside agencies. Coordinate the entry and retrieval of such data from mainframe and ancillary software applications. Review and respond to requests for information from internal and external requestors related to enrollment and academic support services.
Enters and insures that transcript requests for official transcripts are processed in a timely fashion with a high degree of accuracy. Retrieves transcripts information from files, and verifies accuracy of transcript information. Checks each request for holds. Notifies requestors of any problems and prepares and insure all activities are completed in an effective, efficient and error free manner.
Respond to inquiries from students, employers, faculty and staff regarding Academic Internships in person or by telephone by providing information such as general definition of programs, advantages to student participants, faculty/resources available on campus, potential employers or sponsors off-campus.
Maintain active and inactive permanent student files and ancillary data, including but not limited to inactive and active paper file, archiving of files utilizing digital mechanisms within the office including but not limited to organizing, scanning, indexing, logging in, purging, scheduling, and verifying that original copy matches that of the digital copy of any information within the office following established Records and Retention policies.
Receives and verifies university withdrawal requests from students and parents, prepares and processes any and all data related to university withdrawals. Insures that all database records accurately reflect data from the source document. Insures that all record retention and maintenance into the mainframe or into an access database, excel spreadsheet, word processing, or in written correspondence in a timely manner and with a high degree of accuracy and is performed accordingly to institutional policy. Corresponds with parent, student, faculty, and ancillary staff related to university withdrawal.
Answers and complies with routine requests for information from internal and external requesters concerning “enrollment and administrative services” including but not limited to student scheduling, registration, PINS, student class schedules, master schedule of classes, grading, incompletes, repeats, graduation, student academic records maintenance, transcripts requests, withdrawal from courses or college, transfer credits and undergraduate and graduate student eligibility for candidacy and graduation.
Answers and complies with routine requests for information from internal and external requesters concerning variable credit courses including but not limited to internships, practicum, thesis, independent study, individualized instruction, study abroad, clinical sites, and the preparation and distribution of student, and faculty grade reports and rosters.
Answer telephone calls and greets visitors to office. Provide customer service and answer procedural questions on any and all “enrollment and administrative services” as defined in this document.
The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.
Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Knowledge of accurate English grammar, spelling, and punctuation.
Knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships; and of the types, organization and use of standard office files, logs, forms and letter formats.
Skill in typing at a minimum speed rate of 40 words per minute and in the operation of various computers/software packages to produce finished copy of a variety of typing assignments, including charts and diagrams.
Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
Ability to proofread information for conformance with a prescribed pattern or form, to assure adherence to clerical office methods, or for compliance with specific administrative or procedural rules.
Ability to transfer information and present it in a modified form according to rules and procedures.
Ability to collect and organize material for reports by determining what available information should be included and presenting the information in an appropriate format.
Ability to compose straightforward informational correspondence such as transmittals or acknowledgements in reply to request or questions on the work process or related information.
Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.
Ability to instruct and advise clerical employees on the methods and procedures used in the work area.
Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
Ability to make duty oriented decisions on the basis of well-defined standards and precedents.
Ability to operate office and mail processing machines and instruct others on their use.
Ability to file and retrieve materials accurately.
Ability to organize and prioritize work in a manner which insures smooth processing and accomplishment of priority items on schedule.
Minimum Experience And Training:
Six months of experience as a Clerk Typist 1 or completion of a high school business curriculum which included courses in typing and office practices; or any combination of equivalent training and experience.
Applicants will be rated on the following criteria:
1) Experience with office technology and software programs.
2) Ability to prioritize, multi-task or be flexible in the work place.
3) Ability to collect and compile information from a variety of sources.
4) Interpersonal skills to deal with individuals requiring a variety of information or service(s), i.e. department chair, faculty, students, parents, or equivalent situations.
5) Experience working with diverse populations.
Finalist must communicate well and successfully complete an interview.
All applicants not currently employed by Bloomsburg University as a clerk typist must successfully complete a typing assessment at the time of the interview to be considered for this position.
Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification and criminal background check.
Completing this search is contingent on available funding.
In order to receive consideration, submit a Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:30 p.m. on the last day to apply. Applications are available in the Human Resource Office, located in Waller Administration Building or may be downloaded from www.bloomu.edu/jobs. Faxed resumes and/or applications will not be considered.
Bloomsburg University of Pennsylvania is committed to providing equal educational and employment opportunities for all persons without regard to race, color, religion, sex, age or national
Bloomsburg University of Pennsylvania - 18 months ago