Enrollment Management Specialist- Registrar Office

Employer
Florida Polytechnic University
Location
JD Alexander Florida Polytechnic Main Campus

Job Details

Located along Florida’s I-4 High Tech Corridor, Florida Poly opened its doors in August 2014 as the state’s 12th university and the only one dedicated to core subjects in Science, Technology, Engineering and Mathematics (STEM education). The non-traditional academic environment focuses on applied learning, specifically in technology and engineering. Small class sizes give faculty the opportunity to work closely with high-caliber students, and the most advanced technology, including a Supercomputer, 3D printing lab, media lab and nanotechnology lab, sets Florida Poly apart from other state universities. Florida Poly’s innovative approach to higher education allows students to learn strong fundamentals within a traditional university department structure, while giving them opportunities to apply their learning through research and projects in emerging high-tech concentrations like Cyber Security, Big Data Analytics, Machine Intelligence and more. The University partners closely with industry leading firms, and faculty members are rewarded for more than just publishing. Industry involvement, problem solving, and the commercialization of technology and research through start-ups and small businesses are encouraged. 

   

Job Title   

Enrollment Management Specialist- Registrar Office   

Job Description Summary   

Florida’s only public university exclusively teaching science, technology, engineering, and math (STEM) is looking for exceptional candidates to serve as the Enrollment Management Specialist in the University Registrar’s Office.

The Enrollment Management Specialist will be responsible for coordinating and executing all aspects of the registration process and maintaining student records in the Student Information System (SIS), utilizing technology to complete processes. The position regularly interacts with internal and external customers and applies FERPA knowledge as it relates to student records and registration. Work is performed under the general supervision of the University Registrar in collaboration with other academic units on campus.   

Job Description   

RESPONSIBILITIES:

Registration:

  • Manage and complete tasks related to all aspects of the registration process, including but not limited to priority registration assistance, processing various types of schedule changes and withdrawals, waitlists, setup of priority time assignments, independent study processing, internship registrations, employee and non-degree registrations, appropriate communications to students, faculty, or Department Chairs.
  • Create block schedules for new incoming students and register students.
  • Execute registration transactions that result from Academic Review Board, Readmission Committee, and Registrar decisions.

Transfer/Transcripts:

  • Manage and complete transfer course-related items, such as the review of domestic, international transcripts and credit by exam reports, determining appropriate applicability, entering transfer credit into the SIS system, and answering questions regarding applicability.
  • Coordinate with department chairs for appropriate course substitutions and equivalencies for incoming student populations.
  • Manage FloridaShines transient applications for internal and external students and follow up with transient students to ensure transcripts are sent for processing.
  • Process transcript requests for Florida Poly students to have transcripts sent electronically or by mail.

Enrollment Subject Matter Expert:

  • Provide excellent customer service and is expected to assist in maintaining this quality by regularly reviewing FAQs and then coordinating with appropriate stakeholders to update forms and processes pertaining to records and registration. Communicate in a friendly and professional manner with students, faculty, staff, and administration to resolve any difficulties.
  • Assist with first-level contact for all office inquiries from students, faculty, staff, and the public, including collecting and processing student forms, answering emails and phone calls, and other day-to-day office-related tasks.
  • Conduct outreach to new and current student populations, informing them of any registration-related matters.
  • Interprets and communicates institutional and departmental policies and procedures to provide academic support to students, Academic Success Center, and academic departments.
  • Resolves day-to-day issues related to student records and registration. Assist with special events, such as new student orientation and commencement, requiring representation from the Office of the University Registrar.

Records/Data Management:

  • Execute data clean-up reports, maintain data integrity by rectifying errors, and follow-up as needed, like missing pre-requisites, missing Week 1 attendance, and missing or incorrectly entered grades. Communicating with students, faculty, or Department Chairs as needed for approvals.
  • Analyze forms to detect forged signatures and maintain signature files.
  • Assist faculty with data requests as needed and appropriate, such as providing rosters or student transcripts to faculty.
  • Responsible for soliciting grades from faculty, monitoring grade entry by faculty and communicating grade entry issues, entering individual grade changes, midterm and final grades to students, and midterms to advisors.
  • Managing and completing the processes to update student records, such as demographic information changes, significant changes, advisor and catalog changes, and any additional records process in order to ensure that student records are up to date and accurate.
  • Audit electronic files to ensure that each record contains all necessary documentation. Communicates with the appropriate person to obtain required documentation and update files.
  • Maintain Transfer Evaluation System (TES) database to ensure that course equivalencies are accurate with current catalog/curriculum requirements.
  • Add and remove registration holds in the SIS that applies to new and current student populations.
  • Create and manage an initial degree planner for all incoming students to be used by advisors for future degree planning.
  • Assist with degree audit updates at the end of each term for the degree completion track.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Knowledge of and ability to operate in accordance with Federal, State, and local laws and guidelines, including FERPA regulations, Florida State BOG Regulations, and Florida Polytechnic University guidelines, rules, and policies.
  • Ability to discuss policies at the Federal, State, and University levels appropriately and accurately with students, parents, alumni, academic departments, faculty, and staff.
  • Detail oriented in relation to data entry and analysis.
  • Skilled in learning new systems and technology.

MINIMUM QUALIFICATIONS:

  • Bachelor’s degree and three years of relevant experience.

PREFERRED QUALIFICATIONS:

  • Experience working specifically with transfer credit systems and articulation processes.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

  • Must possess a valid driver’s license.
  • This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04.
  • This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE: This position is salary exempt. The normal work schedule is Monday – Friday, 8:00 a.m.-5:00 p.m.; however, occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY: $45,000 - $48,500/yr., commensurate with experience.

APPLICATION DEADLINE DATE: The position is open until filled. However, a review of applications will commence immediately.

APPLICATION PROCESS: In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format):

  • Cover Letter
  • Resume

Diversity Statement:

Florida Polytechnic University is an equal opportunity/equal access institution. It is the policy of the Board of Trustees to provide equal opportunity for employment and educational opportunities to all (including applicants for employment, employees, applicants for admission, students, and others affiliated with the University) without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status or genetic information.

Florida Poly Benefits Information

Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and workers compensation.

· Health benefits are administered through People First, on behalf of the State of Florida, as pre-tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility.

· Their Service Center is staffed Monday through Friday, from 8 a.m.–6 p.m. EST, at 1-866-663-4735.

Special Instructions Regarding Attachments:

 

Required attachments are listed on each posting.   Please be sure to attach all required documents in the Resume/CV field before continuing through the application. Once your application has been submitted, no changes may be made and additional attachments will not be considered. 

 

An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire. 

 

Foreign Transcript: Transcripts issued outside of the United States require a equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the application deadline.

 

All document(s) must be received on or before the closing date of the job announcements.

  

This position requires a background check, which may include a level II screening as required by the Florida Statute §435.04.  

  

Organization

Florida Polytechnic University was created by the 2012 Florida legislature to be the state’s STEM-focused four-year public university. With a range of innovative undergraduate and master’s programs planned, both online and classroom-based, the university seeks to recruit inaugural classes of freshmen, transfer and graduate students for fall 2014 and to grow quickly to become a major higher education presence within the state and beyond. The cornerstone of the new campus is an academic center designed by internationally-renowned architect Santiago Calatrava. Polk County, home to Florida Polytechnic, has a population in excess of 600,000 and is within an hour’s drive of five million residents in the Orlando and Tampa metro areas.

Explore our opportunities for you to help build a major public institution.

Find Us
Website
Telephone
(863) 874-8402
Location
4700 Research Way
Lakeland
FL
33805
United States

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