Registrar Support – Law School Position Available In Miami-Dade, Florida

Registrar Support – Law School St Thomas University Inc 16401 NW 37th Avenue, Miami Gardens, FL 33054

POSITION SUMMARY:

This position provides administrative and operational support to the College of Law’s Registrar’s Office, ensuring front-line services and internal processes. Responsibilities include assisting with coverage at the registrar’s counter, responding to students, faculty and staff inquiries by phone, email or in person, and supporting all student registration. The role also manages classroom reservations and events through CourseDog, verifies room availability, and coordinates with College of Law and other University Departments to resolve scheduling conflicts. Additional duties include maintaining and processing student records, transferring data from LSAC’s “Unite” database system to STU’s Perceptive imaging software, and assisting with file organization, imaging, and shredding. The position also supports exam logistics by maintaining secure exam storage, handling exam check-ins, and coordinating exam distribution to faculty after exam administration. The role may also include entering student absences into the Colleague system and proctoring exams when needed. This position requires strong organizational and communication skills, attention to detail, and multiple tasks in a fast-paced environment. Occasional support with special projects is also expected.

ABOUT ST. THOMAS UNIVERISTY COLLEGE OF LAW

Founded in 1984, St. Thomas University Benjamin L. Crump College of Law is one of the most diverse access law schools in the United States. It is part of St. Thomas University, founded in 1961 as Biscayne College by the order of the Augustinian Friars. St. Thomas University is an urban, student-centered, Catholic university with rich cultural and international diversity, dedicated to developing leaders who contribute to the economic and cultural vitality of the regions they serve. To this end, the Benjamin L. Crump College of Law remains committed in teaching, scholarship, and service, to fostering a public order of human dignity, to training lawyers sensitive to the needs of the region’s underrepresented communities, and to expanding access to professional opportunities which includes active partnerships with business, government, and the South Florida Community.

Equal Opportunity:

St. Thomas University provides equality of opportunity in education for all persons, including faculty and staff (with respect to recruitment, hiring, retention, promotion, tenure, compensation, terms and conditions of employment, termination, and the like) and students, including applicants for admission and enrolled students (with respect to admission, retention, and the like), except that the University (1) will maintain its Catholic values in the operation of the University, and (2) may exercise a preference for Catholic faculty in recruitment and hiring. (The general norm of the Apostolic Constitution on Catholic Universities states that “the number of non-Catholic teachers should not be allowed to constitute a majority within the institution.”) St. Thomas University also provides its students and graduates with equal opportunity to obtain employment, including the requirement that every employer to whom it furnishes assistance and facilities for interviewing and other placement services must observe the principles of equal opportunity.

Nondiscrimination:

Except for the maintenance of Catholic values in the operation of the University and a preference for Catholic faculty in recruitment and hiring, discrimination on the basis of race, color, ethnicity, religion, national origin, sex, gender, gender identity or expression, sexual orientation, age, disability, or military status, marital or familial status, or any other category that is or becomes protected by law, is strictly prohibited.

Accreditation:

St. Thomas University Benjamin L. Crump College of Law is fully accredited by the American Bar Association and is a member of the Association of American Law Schools (AALS). St. Thomas University is accredited by the Southern Association of Colleges and Schools Commission on Colleges.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Reception/Mail Greet visitors and respond to general inquiries pertaining to the Registrar’s Office. Receive and route/transfer incoming calls to appropriate personnel efficiently and courteously and take accurate messages as necessary. Provide general information via telephone, email or in person. Disseminate registration and academic calendar information to students and faculty. Open, sort, and distribute departmental mail; Copy and collate materials. Data Entry/File Maintenance Maintain and update academic records online, including name changes and address corrections; copy student files as needed; and imaging student records in Perceptive software and other documents that must be maintained permanently. Assist with transfer of student imaged records maintained by Admissions from the LSAC database system “Unite” into STU’s Perceptive imaging software. Assist with reviewing new student files for permanent maintenance by carefully checking the data to be scanned. Images documents received via paper or electronically in student electronic records (using imaging software) when considered “permanent records.” Non-permanent records are to be filed/maintained in appropriate cabinets and kept during the required period in compliance with University or Federal/State Policy. Assist with the departmental record-keeping system by classifying, sorting, and imaging records, grades, correspondence, reports, and other documents. May assist with entry of course classroom schedule in the Office Tracker. Registration Assists with all registration duties; enters student registrations in Colleague and checks for warning flags to correct problems; adjusts student schedules and generates print-outs of student class schedules as needed. May have frequent contact with the Director of Law Student Financial Services, Law Admissions staff, and Business Office representatives to facilitate the registration process. Assist students with Web registration issues during online registration and provide hands-on training as necessary at the student kiosk located next to the office counter. Semester Exams/Exam4 Assists with preparation for the exam period, including getting exam boxes ready for exam administration in coordination with other support staff. Check-in of final exams as they are received from the exam proctors at the end of the examination, which include printing the Exam4 exams, accounting for multiple choice answer sheets to be scanned by the faculty administrative assistants, and contacting professors when exams are ready for pick-up or will email the exam essay (Exam4) answers in a zip file with the grade roster and grading instructions. May assist the Associate Registrar with a collection of take-home exams and distribute them to professors via email after accounting for all exams. Proctor final exams when necessary. Verifications Assists with processing requests for enrollment verifications received through the National Student Clearinghouse. Research records and produces copies of student Law School Admission applications and amendments in response to student inquiries. May assist in preparing letters of good standing for transfer purposes after clearance from the Director of Law Student Services. Commencement Assist in annual commencement ceremonies at the University and College of Law, which may include assisting with setting up diploma covers on stage, directing students/guests to appropriate areas, faculty robbing, student name card distribution, serving food at graduation receptions, and other tasks as needed. Miscellaneous Activities Perform other duties related to the work described herein. Serve on University committees as requested. Comply with university and departmental safety rules and regulations. Performs other duties as assigned by supervisor.

POSITION

QUALIFICATIONS/SPECIFICATIONs:

High school diploma/GED is required, and an associate’s degree is preferred. At least two years of previous customer service experience is required. Interpersonal skills are necessary to communicate deadlines and policy information professionally. Must be detail-oriented and able to concentrate on projects during numerous interruptions by telephone or from walk-in inquirers. Works regularly with confidential information, requiring discretion and integrity. Ability to operate a computer effectively using Microsoft 365 and other Windows-based programs. This position requires average agility, good physical condition, and the ability to occasionally lift and carry moderately light materials weighing up to approximately 10-15 pounds. This position requires working early morning hours, evening hours, and Saturdays during exam periods.

SUPERVISION RECEIVED

Routine assignments are accomplished independently following University and departmental policies and procedures. Judgment and informed decision making is required for day-to-day situations.

SUPERVISION EXERCISED

No supervisory responsibility.

Salary:

$45,000.00