Required Qualifications (Evidenced by an attached resume): Bachelor's Degree (Foreign equivalent or higher degree). Three years of full-time academic administrative experience at the college or university level in a student services department. Experience with University Student Information systems (PeopleSoft, Banner, etc.). Computing proficiency to include Microsoft Office and/or Google Apps. Experience working with and maintaining compliance and confidential information. Experience in a customer service environment. Preferred Qualifications: Experience working in Degree Audit, Academic Advising, Transfer Center and/or Registrar's Office in Higher Ed. Experience working with academic certification compliance for state-wide tuition assistance financial aid program preferred (TAP or NYS Scholarship related). Experience working in a New York State college or university Registrar Office. Extensive knowledge of state-wide higher education tuition assistance regulations and criteria certification (Higher Education Service Corp. or related). Experience working in Degree Audit, Academic Advising, Transfer Center and/or Registrar's Office at Stony Brook University.
Brief Description of Duties: The Assistant Registrar for TAP Certification will manage the functional and technical aspects of the New York State Tuition Assistance Program (TAP) and Excelsior Scholarship Certification in order to remain in compliance with the New York State TAP and Excelsior rules and regulations. The incumbent will be required to review TAP/Excelsior student recipient records in order to determine eligibility and academic certification of TAP/Excelsior funds from New York State. The incumbent will have outstanding written, verbal, and interpersonal communication skills and experience successfully working independently as well as part of a team with a collaborative approach to problem solving. The position will require excellent strategic and analytical thinking skills with an ability to solve problems and make effective decisions.and experience effectively multi-tasking in a fast-paced, deadline-driven environment with a high degree of accuracy and organization.
TUITION ASSISTANCE PROGRAM, EXCELSIOR, AND HESC:
Will serve as a TAP/Excelsior Certification Officer in the Registrar's Office. This requires extensive knowledge of state-wide higher education tuition assistance regulations and criteria for certification, including both NYS TAP and Excelsior Scholarships. The certifying officer must be informed and up-to-date on the policies and procedures for student eligibility. All policy changes must be incorporated into the business processes in a timely manner. This includes office business practices, as well as system programming to support compliance changes. The Assistant Registrar for TAP Certification will make changes to previous certifications, request residency questionnaires, and send files to HESC electronically.
The certifying officer will be responsible for working with DoIT programmers to support and enforce program guideline changes. Current rules and regulations must be enforced programmatically and where manual processing is required.
TAP and scholarship certification require the reviewing of student records, particularly to ensure that the 12-credit requirement towards pursuit of degree is being met by recipients of awards. Determining eligibility and certification may require analyzing of the student record, cross-referencing with the Undergraduate Bulletin, initial and follow up communication with students, communication with various academic departments, documenting all communications with students, and re-reviewing of records after adjustments have been made to students' schedules.
Documentation and Production Calendars must be kept current at all times. These must be prepared in consultation with senior professional staff and updated as needed. This includes creating and maintaining a schedule of activities and events to ensure that production and ad-hoc reports/jobs are produced on a timely basis.
Monthly TAP/Excelsior meetings with Financial Aid, Student Billing, and Internal Audit will be attended by the incumbent. The Assistant Registrar will be responsible for working closely with various campus offices to resolve student issues and improve policies and/or procedures as they relate to TAP/Excelsior certification.
The incumbent will be responsible for the submission of weekly electronic files to HESC for certification processes in Albany.
The Assistant Registrar for TAP Certification will be responsible for assisting and supporting any TAP, Excelsior, and scholarship or award inquiries that come through the Registrar's Office. The incumbent will provide support in the advising of students who have applied for financial aid through TAP/Excelsior. This requires the advisor to know the policies, procedures, and guidelines set by HESC for certification. This includes walk-ins, emails, phone calls, and corresponding with college's and departments questions and issues. The Assistant Registrar will update the HESC system to reflect student certification status, as well as update the student database system to reflect and certification decisions made.
The processing of multiple scholarship programs fall under HESC, including programs specific to the Health Science Programs (HSC) on Stony Brook University East Campus. The incumbent will be responsible for understanding the HSC program requirements to determine student eligibility for scholarships. Communication and collaboration with these program administrative areas are critical in determining student eligibility. In addition, the Assistant Registrar for TAP Certification will complete information from the Office of Financial Aid to fulfill processing and certification of scholarship programs, consortium agreements, and national student exchange programs. The position will work with the other TAP staff to manage these certification processes, as well as inquiries, as they relate to these scholarships and programs.
EXCELSIOR SCHOLARSHIP CERTIFICATION:
Incumbent will serve as an Excelsior Scholarship Certification Officer, they will be responsible for reviewing student records and making decisions regarding eligibility for the scholarship. This will include evaluating enrollment for degree applicability, reviewing transcripts of courses taken at other universities and ensuring that all certification criteria has been satisfied or not before making a certification decision. Incumbent will need to have contact with several other offices including Financial Aid, Academic and Transfer Advising, HSC Student Services and the Bursar's Office, in order to collect and/or verify information in order to make accurate certification decisions. Incumbent will need to keep up to date with the rules, policies and procedures for this scholarship in order to make informed decisions regarding certification.
The incumbent will function as a generalist in all areas of Registrar daily business. This includes, but is not limited to: enrollment, course scheduling, records, graduation, transcript production, etc. This will require a full understanding of the Registrar's Office, as well as University Policies and Procedures. The incumbent will provide support to the Customer Service area of the Registrar's Office. This includes providing service at the Registrar Service Counter, answering phones in the phone queue during scheduled shifts and emails from all office email boxes. Furthermore, the incumbent will also be involved presenting at student orientations each semester.
Other duties or projects as assigned as appropriate to rank and department mission.
Special Notes: This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
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Official Job Title: Assistant College Registrar
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Office of the Registrar-Stony Brook University
Schedule : Full-time Shift : Day Shift Shift Hours : 8:30 am - 4:30 pm
Posting Start Date: May 6, 2021
Posting End Date: May 27, 2021, 3:59:00 AM
Salary: $55,750, plus $3,026 location pay
Salary Grade: SL3
Appointment Type: Regular
Internal Number: 2100684
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.