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Position Classification Description

Position Class Code / Title: G0038 / Br/Div Enrollment Rep
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Under general supervision, handles day-to-day student admissions and registration, and maintains student records for a smaller academic branch or autonomous academic division of the University. Reviews and researches discrepancies in the student registration and admissions process; interprets admissions, registration, and records policies for students, faculty, and staff, and handles non-routine problems and requests and projects.

Duties and Responsibilities

  1. Reviews, verifies, and processes student applications and related documentation; reviews, compiles, and updates information on student credentials required for the University.
  2. Researches and analyzes information as necessary and responds to applicant and/or student concerns regarding admissions and/or transfer credit status, or records and registration matters.
  3. Handles discrepancies in the student registration process, to include holds, adds, and drops, and addresses student and/or faculty questions and concerns regarding the automated registration system; answers or refers inquiries regarding academic issues related to student records.
  4. Maintains and handles all aspects of the unit's academic records, to include transcripts, grade records, grade verifications, and other information, in accordance with applicable laws, regulations, and policies.
  5. Participates as directed in the editing, preparation, and/or dissemination of student information materials, such as course catalogs, class schedules, and bulletins.
  6. Coordinates various related programs, to include grade replacement, academic renewals and grade petitions; ensures policies set up by faculty senate and registrar's office are followed; notifies students and faculty of outcome, as appropriate to the unit.
  7. Provides general administrative coordination and support for the unit, to include routine advisement and registration of students, resolution of custmer inquiries, answering telephone calls, and greeting and directing visitors and students.
  8. Maintains student record databases and manual files; prepares statistical reports as appropriate.
  9. Coordinates the ordering of relevant supplies; maintains office machines as appropriate.
  10. May lead, guide, and train staff and/or student employees performing related work.
  11. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to analyze and solve problems and to make evaluative judgments.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Records maintenance skills.
  • Skill in the use of personal computers and related software applications.
  • Knowledge of customer service standards and procedures.
  • Ability to process computer data and to format and generate reports.
  • Analytical and problem solving skills.
  • Ability to provide technical guidance and leadership.
  • Knowledge of grade petition, replacement, and academic renewal policies.
  • Knowledge of purchase orders and related accounts payable documentation.
  • Knowledge of computerized student information systems.
  • Ability to create, compose, and edit written materials.
  • General office administrative and secretarial skills.
  • Database and records management skills.
  • Ability to provide technical guidance and interpretation to students and faculty on enrollment policies and procedures.
  • Ability to evaluate student transcripts and/or records.
  • Knowledge of policies and procedures pertaining to university student admissions, registration, and records.

Distinguishing Characteristics

    Position requires: a) coordination of several programs including grade replacement, academic renewals, and grade petitions; b) provision of routine guidance and interpretation to students and faculty regarding admissions, registration, and student records regulations, policies, and procedures; c) researching and handling individual discrepancies in the student admissions/registration and records process; d) management and maintenance of student enrollment databases and manual records in accordance with existing laws, regulations, and University policies.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017