If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Registrar's OfficeJob Description

Job Summary

As a member of the Registrar’s Office team, provide coordinated and effective customer service to students, faculty, staff, and other members of the Smith community and public. Assist with registration and other academic and record-related processes, process transcript and certification/verification requests, and assist with creation of the schedule of classes and maintenance of curricular data. Serve as a resource for information on academic policies and procedures. Organize final exams and assist with commencement preparation, and provide comprehensive administrative support in all areas of office operation. Maintain the accuracy, integrity, and security of student records in accordance with Family Educational Rights and Privacy Act (FERPA), college policies and best practices in records management. Support Registrar’s Office efforts to work proactively and collaboratively to improve outcomes within the office and throughout the college.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

This is an hourly position of 28+ hours per week, and is a fully benefited position.

Essential Functions

Registration and records management (25%):

Update and maintain student records in information system(s), consistent with Smith’s data standards and policies, and FERPA requirements. Assist with registration, Five College interchange, add/drop and other academic procedures. Process program of study declarations, changes of adviser and transfer credit. Maintain student and office files. Plan workflow and set priorities to meet office and academic calendar deadlines.

Registrar’s office administrative support (25%):

Provide support for registrar’s office staff members as needed. Coordinate self-scheduled exams and assist with commencement preparations. Update and maintain office information needed by students and faculty, including the office website and forms. Process purchase and work orders, serve as point of contact for vendors, and order supplies for the office. Manage payments for replacement diplomas and special status student registration. Recommend and assist in the implementation of goals and objectives, participate in establishing and implementing office policies and procedures, and seek opportunities for professional/skills development.

Primary point of contact (20%):

Serve as the primary point of contact for the registrar’s office (in person, phone, email, etc.) and provide reception service. Provide accurate, detailed information on Smith policies and procedures, and refer people to other offices/individuals as appropriate. Assist students in the resolution of issues, concerns and problems. Assist students and faculty on using Smith systems to access information, register, enter grades, etc.

Transcripts and certifications (15%):

Provide timely and accurate service to fulfill transcript requests for students, alums, faculty, staff and administrative offices. Ensure compliance with FERPA and other applicable laws and policies. Generate specialized verifications as requested, and serve as the resource person for third-party verifications system. Provide notarization and apostille of documents. Manage diploma orders and mailings.

Course scheduling and curricular data (15%):

Assist with creation and proofing of the schedule of classes and classroom assignments. Assist with maintenance of course and curricular data various systems, including compiling data reports, editing course information, tagging course attributes, and other clerical tasks.

Other Functions

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

High school diploma or GED required, associate’s degree or higher preferred; two to four years of relevant experience, or an equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Familiarity with higher education is helpful.

Skills

Strong customer service skills and ability to communicate effectively with diverse populations, including students, parents, faculty, staff, and the general public; abilities to think creatively and resourcefully in resolving problems, tactfully handle challenging requests, and offer alternatives; very strong computer skills, proficiency in Microsoft Office and Google G-Suite; experience with a student information system/relational database and/or document management system preferred. Ability to work effectively in a service environment that is subject to frequent interruptions, while maintaining accuracy and attention to detail; ability to organize and prioritize multiple tasks, and follow through in a timely and appropriate manner; and ability to take initiative and responsibility.

Additional Information

For the care and safety of our community, Smith College requires that all employees be vaccinated as a condition of employment and as such, the incumbent will be required to be immunized against COVID-19 on or before their first day of employment. Proof of vaccination status will be required. Individuals may seek medical or religious exemption with HR, but must do so prior to their arrival.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

December 2, 2022

Compensation Grade:

Grade N Non-exempt

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.