Admin Assoc Mgr Contract

Location: University of Montana Western

Job
Type: Hourly Staff Full-time

Job Number: 202400224

Sector: UMW VC Academic
Affairs

Department: Registrar’s Office, UMW

Closing Date: 12/9/2024 11:59 PM
Mountain

FLSA: Determined by Position

Bargaining Unit:
FOCUS-MFPE

Description

This position is the lead for all student class registration
processes housed in the Registrar’s Office. This position reports to the Associate Registrar, but has a high level of autonomy. This
position manages all aspects of course registration, including overseeing training and day-to-day management of the registration support
staff and front office.

Examples of Duties and Responsibilities

Program Management
& Related Responsibilities

• Manages “front-of-house” administrative functions, including coordination of front-desk and
  central phone coverage, oversight of the Registration general email address, and ensures the highest level of customer service for students,
  faculty, staff, and the public.
• Manages the late course drop/add process and enforces critical deadlines; includes delegation of
  tasks to ensure accurate and timely processing of registration add/drop/change workflows
• Oversees processing of registration
  overrides, minimum/maximum credit overrides, and other registration-related forms
• Can learn and teach how to process all
  registration-related forms; may be required to help process during peak busy times, particularly at the end of the semester
• Trains front-line staff on the proper application of FERPA.
• Explains and interprets advanced and nuanced academic policies and
  procedures to students, staff, faculty, and the public.
• Troubleshoots advanced issues related to registration.
• Independently decides the majority of petitions for registration policy exceptions. May serve as chairperson for registration-related ad hoc
  committees.
• Manages wait listing processes; includes collaboration with technical staff to set up and bring down wait lists,
  setting up notifications, collaboration with schedulers to fix wait list errors, etc.

Technical
Management

• Modifies existing registration-related forms and processes as needed.
• Coordinates with the
  Registrar’s Office technical staff to ensure the proper functioning of Banner, CyberBear, and Workflow processes related to registration.
• Monitors and troubleshoots technical issues with Banner Workflow forms related to registration and determines appropriate
  solutions with Assoc. Registrar and/or EIS staff.
• Assists with other Registrar’s Office processes and projects as assigned.

Communication/Collaboration/Customer Service Skills

• Represents the Registrar’s Office to external and
  internal customers, including students, staff, faculty, alumni, area agencies, and the general public, using clear communication skills in
  both written and verbal formats.
• Communicates to the office staff upcoming events, deadlines, procedures, and policy changes as
  related to registration and other areas of oversight.
• Manages communication of registration information to students, faculty, and
  staff through email, the website, white boards, etc. Specifically, responsible for creating materials and updating the Registrar’s Office
  calendar – Important Dates and Deadlines pages.
• Works closely with the Associate Registrar to send mass emails, create additional
  notifications, and onboard new means of communication.
• Can serve as the Registrar’s or Associate Registrar’s liaison in meetings
  related to registration as needed.
• Serves on committees and attends professional events and meetings as appropriate.

Possibility of In-Range Progression or Career Ladder

Responsibilities could include, but are not limited
to:

• Provide one-on-one or group trainings to other sectors for Registrar’s Office processes and policies.
• Plan
  and execute cross-sector yearly training with areas such as Financial Aid, Student Accounts, Office for Student Success, Office for
  Disability Equity, Career Services, etc.
• Onboard processes into new platforms.
• Communicate with campus constituents
  about ongoing solutions launched by the Registrar’s Office.
• Work closely with senior-level Registrar’s Office staff to evaluate
  existing policies and procedures and initiate or contribute to changes.
• Participate in new student, faculty, or staff
  orientations.
• Lead for website cleanup and restructure.

Minimum
Qualifications

Ability to provide exemplary customer service; problem solve, diffuse anger, and resolve issues by
providing direction and guidance to administrators, students, and faculty/staff members.

• Able and willing to work regular hours, 8
  am to 5pm, Monday through Friday. Weekend participation in commencement ceremonies and afterhours participation in convocation may be
  mandatory.
• Ability to work with other sectors to support students and solve problems.
• Ability to work with diverse
  populations with respect, patience, and understanding.
• Ability to prioritize to meet deadlines.
• Ability to develop and
  maintain recordkeeping systems.
• Ability to apply multiple levels of confidentiality to student records
• Ability to
  learn, understand and, apply UM and MUS policies, guidelines, and procedures
• Ability to share job knowledge with RO members and
  members of the campus.
• Leader – teaches, delegates, mentors, and sets a positive example and tone
• Organized – strong
  time management, multi-tasking, and record keeping.
• Adaptable – flexible, can handle a variety of tasks and projects.
• Thorough – works with close attention to detail and accuracy.
• Articulate – strong oral and written communication skills;
  communicates with tact and political acumen to effectively represent the Registrar’s Office.
• Goal-oriented – seeks to accomplish
  specific outcomes; begins work with the end in mind.
• Collaborative – encourages a participative process.
• Analytical –
  able to evaluate and problem-solve.
• Self-confident – trusts own judgment, able to act decisively.
• Demonstrated
  knowledge of professional office practices and procedures; business English, spelling, composition and grammar, including the ability to
  produce effective training manuals.
• Knowledge of the University of Montana, its mission, goals, objectives, programs,
  achievements, infrastructure and issues of concern.

Software Proficiency

• Solid computer skills with basic
  office software and general web navigation. Ability to quickly learn function-specific software packages and tools.
• Proficiency
  with the Microsoft Office Suite, including Outlook, Word, Excel and integrated databases (for example, Banner).

Post-Training Position Knowledge, Skills, & Abilities

• Thorough understanding of registration processes
  and policies, and the impacts across sectors (financial aid, billing, housing, student campus services, etc.)
• Thorough knowledge
  of the campus community and various office responsibilities in order to answer or properly refer numerous questions.
• Expert
  knowledge and application of FERPA and Montana Privacy Law regulations in reference to student records
• Must build and maintain
  working relationships in particular with staff, faculty, administrators, Deans, and students.
• Must be able to recognize potential
  areas of constituents’ concerns, resolve issues as they arise, and work to improve constituents’ experience.

Software
Expertise

o Position-specific Banner forms

o Banner Workflow

o Banner Document Management

o Team
Dynamix (TDX)

o Extract data from various platforms as needed

Preferred Education, Experience, Knowledge, Skills,
and/or Abilities

• Bachelor’s Degree + at least one year of experience working in Higher Education
• Experience with
  large databases or Student Information Systems like Banner, Colleague, PeopleSoft, etc.
• Leadership experience

Additional Information

Organizational Chart and Department Mission
Statement

The Registrar’s Office is a central component of the academic mission of University of Montana, providing formal
validation of teaching and learning on this campus. The Registrar is the official custodian of student academic records, and the office is
legally required to maintain past, present and future unabridged academic records. The Registrar’s staff plans and conducts
student-registration, maintains and updates academic records, interprets and applies academic policies, certifies eligibility for associate
and baccalaureate degrees, determines resident fee classification for tuition purposes, schedules all academic classes and classroom
facilities, maintains processes and provides support for academic grading and advising, verifies enrollment and degrees awarded, plans and
directs commencement ceremonies, and determines eligibility for student participation in athletics, extracurricular and honor society
activities. The Registrar’s Office establishes a singularly unique relationship with students over the passage of an academic career.
Beginning with new student orientation, interactions continue with continuing & returning students during enrollments and graduation, and
those relationships reinforce a reliable connection and resource for alumni who request official verification of academic records, degree(s)
earned and/or transcripts.

Criminal Background Investigation is required prior to the offer of employment. In
accordance with university regulations, finalists for this position will be subject to criminal background investigations.
ADA/EOE/AA/Veteran’s Preference. Reasonable accommodations are provided in the hiring process for persons with
disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action
employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities
preference in accordance with state law. References: References not listed on the application materials may be contacted; notice may be
provided to the applicant. Testing: Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to
essential job functions.

Employment Eligibility: All New Employees must be eligible and show employment eligibility
verification by the first date of employment at UM, as legally required (e.g., Form I-9).