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.
Under general supervision, responsible for specific student processes within the department. Interprets records/registration policy and procedures to students, faculty and staff. Provides and oversees a diverse range of support activities for a department, which require a specialized knowledge and comprehensive administrative, organizational, and operational skills for specific student processes. Researches discrepancies in student registration process. Handles non-routine requests and projects.
Duties and Responsibilities
Responsible for all aspects related to Veterans Affairs process, as appropriate to the unit.
Responsible for all aspects related to graduation process, as appropriate to the unit.
Responsible for all aspects of the University of Albuquerque academic records, including transcripts, grade records, course descriptions, grade verifications, and other information in accordance with privacy laws and university policies, as appropriate to the unit.
Serves as administrative liaison and coordinates interaction between department operating units, other university departments and programs, and/or external agencies, as appropriate.
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.
Works one-on-one with students to resolve specific student needs; responds to academic units regarding specific processes and procedures.
As appropriate to the position, handles discrepancies in registration process including holds, adds, drops, automated telephone registration system; answers student and faculty inquiries regarding academic issues as related to the records office.
Maintains student record databases and manual files; prepares statistical reports as appropriate.
Maintains Student Information System Tables and related database fields related to department.
May lead, guide, and train staff and/or student employees performing related work.
Develops operating goals and objectives for the unit; implements and administers methods and procedures to enhance operations, as appropriate to the unit.
May oversee budget expenditures and perform related administrative and reporting activities, as appropriate to the individual unit.
Performs miscellaneous job-related duties as assigned.
Minimum Job Requirements
High school diploma or GED; at least 4 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
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Ability to analyze and solve problems and to make evaluative judgments.
Ability to communicate effectively, both orally and in writing.
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.
Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
Ability to provide technical guidance and leadership.
Knowledge of grade petition, replacement, and academic renewal policies.
Knowledge of federal, state, and local regulations, guidelines, and standards in area of expertise.
Ability to develop, plan, and implement short- and long-range goals.
Knowledge of college-level student records principles, policies and procedures.
Knowledge of computerized student information systems.
Organizing and coordinating skills.
Ability to maintain confidentiality of student academic related records.
Ability to evaluate student transcripts and/or records.
Knowledge of University policies and procedures as they relate to the Office of the Registrar
Knowledge of the rules, regulations, and laws regarding student academic records.
Ability to make administrative and procedural decisions and judgements on sensitive, confidential issues.
Position requires: a) responsibility for several programs including graduation certification, veterans certification eligibility, grade replacement, academic renewal, grade petitions, and/or student information system table maintenance, as applicable; b) responding to academic units regarding specific processes and procedures; c) serving as liaison between students and faculty regarding the process and outcome of grading issues; d) planning, organizing, and coordinating the execution of complex administrative and/or operational projects; and e) department representation and liaison with other internal and external constituencies regarding administrative/operational program, policies, procedures, problems and issues.
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.