Registrar Program Assistant

Employer
Duke University
Location
NSOE Central Admin
Closing date
Oct 22, 2021

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Administrative Jobs
Academic Affairs, International Programs, Institutional & Business Affairs, Registrar & Student Accounts, Technology, Analysts & Programming

Job Details

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Staff Assistant

Working Title: Registrar Program Assistant

OCCUPATIONAL SUMMARY

The Nicholas School of the Environment (NSOE)'s Student Services Office consists of an on-campus Master of Environmental Management (MEM) and Master of Forestry (MF) degree programs, a distance learning MEM program (DEL-MEM) for mid-career professionals, executive education short courses, and the Career & Professional Development Center. This department supports all day-to-day operations for approximately 350 master’s students and provides program coordination for executive education, doctoral and undergraduate students.

This position directly supports and reports to the Registrar and Associate Director of Student Administration & Advising in a variety of duties with a primary focus of student administration functions for professional master's degree students. This position must handle multiple tasks, work simultaneously with other departments, interact comfortably with students, faculty, and administrators, and work successfully as part of the Student Services Office team. This position must have strong interpersonal personal, computer, analytical, and time management skills.

This is a full time, exempt position requiring a Monday through Friday work schedule on Duke’s Durham, NC campus, with the possibility of some remote workdays.

Work Performed

Course Registration

· Assists with registration preparations and semester processes ahead of enrollment/registration windows, including but not limited to: updating the Course Registration and Academic Advising Resources folder, preparing email communications, updating links to enrollment forms, etc.

· Process course enrollment forms for class registration (such as pass/fail grading, independent study enrollment, overloads, & audit basis). Ensure that all the required documents and signatures have been obtained. Ensure there are no registration holds before processing and submit requests via the online Dean’s permission form to the central registrar’s office. Communicate registration deficiencies to students via email (i.e., missing signatures, instructor approval, holds in DukeHub)

· Communicate registration requests to university partners/colleagues, as needed. Utilize email and Perceptive Content to manage cross-career registration matters.

· During the drop/add period, co-manage permission number distribution, as needed.

· Attend course registration advising sessions with new and continuing students. Be prepared to answer questions and communicate registration policies to students and faculty, as appropriate.

· Identify distance-learning prerequisite courses appropriate to include in the pre-approved distance learning compilation list for prospective, admitted and current students. Update and distribute this list to the Director of Enrollment Services prior to the start of the new admissions cycle (early September).

· Create/update course registration/enrollment forms in Qualtrics, as needed and update this information in the Course Registration and Academic Advising Resources folder for current students.

Communication

· Greet and assist students and faculty walk-ins

· Triage walk-in questions/requests and communicate registration policies/requirements to students

· Co-manage the [email protected] email box and respond to course registration inquiries. Triage email requests, answer questions, convey and interpret policies to students.

Academic Advising Support

· Distribute files/records for new students to Program Chairs to create academic advising assignments. Once advising assignments have been determined, distribute files/records to individual academic advisors and co-manage questions, as needed. Load advisor names in DukeHub. Create advising assignment letters for new students.

· Process academic advisor changes throughout the school year. Update advisor changes in DukeHub. Notify the student and new/old advisor of the change and update the All Students Master list. Distribute the student’s records to the new academic advisor/Program Chair.

· Process program area changes in DukeHub. Update the program change in DukeHub. Notify the student, Program Chairs, Program Coordinator for Professional Programs and Financial Aid Administrator of program changes and update the All Students Master list. Distribute the student’s records to the new program area/advisor.

· Provide academic advising assistance to students in consultation with the NSOE Registrar related to course registration matters (during registration meetings, Orientation and pre- and post-registration windows (and during non-peak times as needed).

· Support academic advising matters related to the IMEP program, as needed.

Stellic/DukeHub

· Triage email requests, answer questions, convey and interpret general policies to students and faculty related to Stellic.

· Update Milestones in Stellic related to: prerequisites, final transcripts, ethics module, certificates, language exam requirements and research-based MPs and assist with updating Pathways as needed.

· Notify students and advisors of deficiencies via email and Stellic, as needed.

Student Records

· Ensure confidentiality of student and course records.

· Maintain accurate student records by ensuring that the All Students Master list, DukeHub and Stellic are consistently up-to-date, which includes but is not limited to, records related to advisor assignments, program area and dual degree designation, anticipated date of graduates, etc. Ensure that changes are processed in an accurate and timely manner and to notify the appropriate administrative parties when there are changes/updates in a student’s records.

· Distribute diagnostic exam scores to students and their advisors. Maintain an accurate list of students still needing to test or retest. Work alongside PhD student assistant during the summer to ensure the diagnostic exam is distributed to new students. Add new students to the Sakai site for testing once completion of prerequisite coursework is submitted. Proctor exams for students taking prerequisite courses, outside of Duke, as needed.

· Verify/confirm that all new students have signed the Honor Agreement and follow up as needed; Work directly with Student Council rep to schedule a make-up Honor Code Orientation for those whose did not attend the session during Orientation. Notify the Associate Dean of Professional Programs of any deficiencies related to the Honor Code Orientation/Agreement.

· Co-manage/process I-20 requests (on-campus and DEL MEM place-based sessions); Review documents

to ensure student has submitted all required paperwork, complete financial documentation form, and submit the online web form. Deliver completed documents to Duke Visa Services.

Student Services Team/Other

· Co-manage updates needed at the admitted students Word Press site.

· Co-manage updates needed at the Master Advising Guide.

· Maintain and update the catalog of videos in the admitted students’ Virtual Library.

· Support social media communications.

· Support the School’s and University’s diversity, inclusion, and equity initiatives.

· Actively engage in Student Services and student administration team meetings, retreats.

· Support Student Services events including orientation, graduation, recruitment, etc. Support general student services team, as directed. Participate in schoolwide and NSOE community events, as appropriate.

Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Preferred Education: Bachelor’s degree

Preferred Job Skills:

1. Work experience in higher education is required.

2. Experience working with students and faculty is a plus.

3. Work requires proficiency in Microsoft Word, Excel, PowerPoint, Qualtrics, email.

4. Must be comfortable with technology. Experience with Duke systems is a plus, including DukeHub, Stellic, Sakai, Perceptive Content, Duke Box, Mailchimp.

5. Strong organizational skills with impeccable attention to detail and follow-through, ability to produce quality work in a timely fashion

6. Must have excellent communication and customer service skills. Enthusiasm, friendliness, resourcefulness, and ability to problem-solve and be proactive. Demonstrated interpersonal skills and proficiency in business communication, both written and oral, to effectively represent the school.

7. Ability to exercise good judgment, discretion, and maintain confidentiality.

8. Ability to multi-task and prioritize activities according to importance and urgency, often requiring flexibility to adapt to changes driven by either staff or student needs.

9. Self-starter willing to take initiative, seek guidance when needed, and see projects through to completion with little guidance and oversight.

10. Comfort working in busy, highly visible, and highly computerized and customer- centric environment.

11. Requires flexible hours (some early mornings, late evenings, and occasional weekends) to support the peak periods of course registration seasons. Must be willing to participate in school-wide special events/programs (as needed). Occasional heavy lifting required during set- up and break down of events.

Minimum Qualifications

Education

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or arelated business field.

Experience

Work generally requires four years of related secretarial/clerical OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Organization

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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