As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The University of Washington, Office of the University Registrar (OUR) has an outstanding opportunity for a Program Assistant in the Registration office.
The Registrar's office, a unit within the Enrollment Management, supports the Provost as well as the University of Washington community. The office of the University Registrar (OUR) is the steward of the University of Washington's academic history, maintaining the integrity of our records and documenting the excellence of our students. The commitment to service is demonstrated every day in a variety of registration activities that support and implement faculty policies affecting teaching and learning.
The Office of the University Registrar Registration Office serves all newly admitted, current, and former students attending the University of Washington at the undergraduate, graduate, professional, and post-baccalaureate levels. Reporting to the Assistant Registrar for Registration, the Program Assistant works closely with the Registration and Transcript Office.
Primary Duties & Responsibilities
Advise students, departmental advisers, other institutions and the public regarding policies and procedures pertaining to the academic record, including information regarding registration, enrollment status, and the academic record.
• Provide efficient and friendly customer service while speaking to customers on the phone, assisting customers in-person and responding to incoming emails; responsible for effective front-line customer service operations which includes identifying and investigating customer service problems. • Maintain an above-average knowledge of administrative policies and procedures of the office, the operating unit and the University. • Use effective communication skills in conjunction with administrative guidelines to solve work-related problems in order to maintain a smooth flow of communication and activities. Assist students via phone, email and in person with the following: •Registration transactions such as section changes, late adds, time conflicts, changes in variable credits, international student course drops, changes to S/NS and audit grading, complete quarterly withdrawals •Application processing for Returning Students and Non-Matriculated for Tuition Exemption applications for faculty/staff and WA State employees participating in the State Employee Tuition Exemption program •Manual entry of Change of Major/Minor forms, legal name changes, social security number updates, UW faculty/staff and WA state employee Tuition Exemption requests •Manage ACCESS student registration, for WA State residents age 60 and older •Enrollment and Degree Certification, including researching and maintaining enrollment/degree information through the National Student Clearinghouse, completing In School Deferment Forms and other specific certification requests related to student enrollment •Accept checks for Enrollment Confirmation Deposit (ECD) payments received at the Registration Window
Provide guidance to students and University staff about registration and academic record policies and procedures such as drop and withdrawal deadlines. Understand the MyUW web based registration and MyPlan tool and be able to help students set up access to the system, enter the system, and navigate the system. Ensure accuracy of information in the academic record and uphold the Family Educational Rights and Privacy Act (FERPA) of 1974.
Workload fluctuates based on the quarterly academic schedule, with higher volumes of requests occurring during the first two weeks of each quarter, mid-quarter when registration for the following quarter begins, and at the end of the quarter once grades are due and have been posted to the academic record. •When assigned, respond to an average of 25 telephone inquiries per hour regarding Registration and Transcript inquiries •Spend at least 2 hours per day handling in-person Registration customers •Respond to Registration RT ticket emails in a timely manner (24-48 business hours, unless additional research and follow up is required) •Process and be responsible for handling registration and verification requests received via email, mail, phone and fax •Process ACCESS registrations •Access the National Student Clearinghouse database to update enrollment status, process enrollment and degree verifications and process/resolve uploaded error reports *Perform other duties and added tasks to assist supervisor, as assigned.
Core Competencies • Demonstrate personal integrity and trustworthiness. • Manage stressful situations and changing priorities effectively. • Anticipate, recognize and resolve problems. • Be responsible and accountable. • Use organizational skills and provide attention to details. • Maintain a positive, optimistic, and success-oriented attitude. • Exercise professionalism, which includes being tactful and courteous. • Exhibit a professional work ethic. • Continuously promote a safe work environment.
• High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experience.
Additional Requirements include:
• Demonstrated experience in challenging customer service environments, including interpreting and applying established customer service techniques and resolving difficult customer situations and complaints; and strong problem-solving skills to deal effectively with general public, students, staff, faculty, and co-workers. • Skilled in interpersonal communications and conflict resolution skills, both in person and in writing • Demonstrated experience maintaining composure and professionalism in a fast-paced, dynamic customer service environment • Demonstrated experience in maintaining a high level of confidentiality • Exceptional organizational skills and attention to detail and ability to update information in a timely manner • Demonstrated ability to independently manage priorities for multiple projects with diverse timelines and potentially conflicting deadlines • Demonstrated cash handling experience and the ability to meet cash handling standards • Demonstrated cultural competency in customer service and team environment
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.