Office Assistant 5 - Law Registrar

Job Title:

Office Assistant V, Law Registrar

Job Summary:

The University of San Francisco School of Law is seeking an adaptable, dependable, detail-oriented, and responsive individual with strong collaborative and customer service skills to assist the Law Registrar’s Office in providing a welcoming and problem-solving approach to law students, staff and faculty. The successful candidate will be an integral part of providing comprehensive and timely customer service, completing multi-part document and data requests from internal and external constituents, ensuring the academic integrity of student records, administering exams, providing classroom technology support, and working with confidential and sensitive information. The Office Assistant is a key member of the Law Registrar team and reports to the Law Registrar.

Full Job Description:

Job Summary:

The University of San Francisco School of Law is seeking an adaptable, dependable, detail-oriented, and responsive individual with strong collaborative and customer service skills to assist the Law Registrar’s Office in providing a welcoming and problem-solving approach to law students, staff and faculty.    The successful candidate will be an integral part of providing comprehensive and timely customer service, completing multi-part document and data requests from internal and external constituents, ensuring the academic integrity of student records, administering exams, providing classroom technology support, and working with confidential and sensitive information.  The Office Assistant is a key member of the Law Registrar team and reports to the Law Registrar.

Job Responsibilities:

• Serves as a first contact in an office with heavy student, staff, and faculty traffic; provides excellent customer service to students, faculty, staff, and alumni via email, telephone, and in-person inquiries
• Interacts with and serves as a resource for staff, faculty, and students in interpreting policies and procedures related to all registrar services and programs.  Composes appropriate and effective communication to students, staff, and faculty members.  This requires tact and clearly thought-out messages.  Ensures message is communicated to the appropriate audience.
• Receives, screens, and generates correspondence and processes forms such as transcript requests, letters of good standing, enrollment verifications, graduation verification, character & fitness certifications, bar certifications, etc. from students, faculty, and staff in relation to students’ academic records.
• Ensures the quality and accuracy of academic records.  Researches, analyzes and corrects inaccurate or incomplete student records.  Acts as a liaison with other departments within the law school and the University, including high level staff.
• In conjunction with members of the Faculty Services Office, delivers pre-semester classroom technology training to new faculty, provides in-classroom tech support to all faculty during the first two weeks of classes, serves as ongoing classroom technology support as needed, and troubleshoots time sensitive classroom technology issues that arise.
• Creates, coordinates, schedules, and collects four week feedback forms and end of semester course evaluations, ensuring participation by all students.  Organizes, formats, and returns completed feedback forms and course evaluations.
• Provides room scheduling software training and acts as a liaison to faculty, staff, and students by providing them assistance and room booking policy and procedural information; processes room requests, and responds to room inquiries.
• Updates, maintains, and review office forms, looking for ways to improve the process, efficiency, and expand the use of technology to aid the ease and submission of forms.
• Provides staff support for the major curricular functions including registration, exam preparation and administration, degree audits, degree conferral, diploma ordering, the collection and verification of book orders.
• Maintains the Law Registrar’s website including updating content and forms; ensure that posted information is accurate and timely.
• Creates and maintains student mail folders including creating new folders for incoming students and replacing missing mail folders.
• Assists with all aspects of academic registration; generates class rosters and sends them to faculty during add/drop period.
• Collects and analyzes data in areas of responsibility: develops and presents data to more senior managers and executives.
• Participates in the purging and archiving of academic records.
• Assists in a myriad of tasks associated with examination preparation and administration, including the installation of examination software on laptop computers, setting up the proctor overhead screens for examinations, and assisting in preparing the completed examinations for pick-up by faculty.
• Sorts completed examination answers, checks completed examinations against the class roster, and advises the Registrar of any discrepancies.
• Serves as an alternate to other staff positions during periods of vacancies, vacation, and illness.
• May hire, train, arrange work and time schedules, enter payroll information, and supervise a large number of proctors under the supervision of the Assistant Law Registrar and Law Registrar, checking proctor work for accuracy.
• Creates complex technical/statistical reports.  
• Acts as a liaison with outside agencies.
• Performs other duties as assigned.

Minimum Requirements:

• Understanding and commitment to USF’s mission, vision, and values.

• Post high school education preferred.  Experience in a Registrar’s Office and higher education experience preferred.
• Training or experience equivalent to three years of increasingly responsible work experience or related education.
• Ability to delegate, train, and motivate and supervise supporting staff (exam proctors).
• Excellent customer services skills with the ability to establish effective working relationships with staff, faculty, department administrators, and the public.
• Experience with or the ability to work with a diverse student body, faculty and staff.  Strong equity lens and proven ability to work well in a diverse context.

• Excellent communication (both oral and written), interpersonal, organization, analytical skills required.
• Demonstrated familiarity or ability to learn and interpret policies and procedures; ability to provide accurate information and develop a thorough understanding of the Law School’s Academic Policies, general regulations and office procedures, and correctly apply them to the tasks of maintaining the policies and procedures.  Must be able to enforce policies while maintaining and communicating with a positive attitude and a helpful/pleasant demeanor.
• Ability to anticipate and recognize customer service needs and to translate those needs into effective customer service delivery, consistent with the Law School’s general regulations and office procedures; must be customer service and team oriented.
• Must be a self-starter, able to work with minimal supervision while being productive and work as a team member.
• Ability to work on multiple long-term projects over a period of time while proving to be accurate, timely, productive, and demonstrating initiative and follow-through.
• Ability to adapt to and learn new electronic technology easily.

• Ability to adjust to (and be comfortable with) ever-changing and complex policies that may have a variety of complex exceptions to the rules or undefined areas.
• Assist in filing student record data, performing data entry.
• The ability to share responsibilities with others and work cooperatively with them to achieve both short and long term office goals.
• Detail orientation with good organizational skills.
• Ability to coordinate and prioritize multiple simultaneous tasks in an environment that is dateline driven and subject to frequent interruptions.
• Ability to recognize and maintain the confidentiality of records and to communicate necessary information while maintaining confidentiality in accordance with FERPA.
• Must be able to sit for extended periods of time, concentrate and maintain a high level of productivity throughout the entire workday, even when performing repetitive, detailed-oriented work with constant interruptions.
• Additional duties as assigned.

Additional Knowledge, Skills, and Abilities:

• Desktop computer proficiency:  Create, revise and print MS Word documents (including mail merges and labels), Excel spreadsheets, and fillable PDF documents. 
• Experience with a variety of operating systems, including Microsoft 365 and Google Workspace. Advanced experience working in computer database systems, word processing, and spreadsheets software.
• Familiarity with student data systems, preferably Banner.

Work Environment:

When classes are in session, the office is open from 8:30am – 7:00pm, Monday – Thursday, and Fridays from 8:30am to 5:00pm.  This position requires working one night a week from 10:30am to 7:00pm to assist with office coverage and serves as an alternate to other staff positions, including covering evening office hours, during periods of vacancies, vacation, and illness.  When classes are not in session, hours are from 8:30am to 5:00pm.  Extended hours and weekend work are required during registration, final examination periods, and graduation.Vacation/personal days are not allowed during peak production seasons (during the first three weeks or the last three weeks of the academic semester, during final examination periods (portions of November, December, and May) or during intense grading periods.  Must be able to move quickly up and down stairwells and carry a 5-15 pound box of supplies.

Special Instructions:

Please provide a cover letter, résumé, salary history, and three professional references.

Full-Time/Part-Time:

Full time

Pay Rate:

Hourly

Salary Range :

32.28/hour