Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon’s top-ranked MBA program, the Northwest’s oldest law school, as well as MA/MFA programs at PNCA and master’s degrees in data science and computer science.
Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, [email protected] or call us at 503-370-6210.
POSITION SUMMARY
Student Services Managers in the College of Law jointly oversee the operations of the Office of Student Services, which is responsible for providing services to law students from orientation through graduation and beyond. Each Student Service Manager provides daily front line support for students and faculty, and assists the Associate Dean for Student Affairs & Administration with administrative matters. Each Student Service Manager is a steward of student records and, therefore, they are tasked with safeguarding the confidentiality of departmental or office records. They are expected to exercise discretion in communicating information to faculty, students, and staff, and ensure the physical and electronic security of records. Each Student Service Manager must adhere to FERPA and other privacy guidelines in handling departmental records and files, personnel actions, grade reports, and similar confidential materials. The Student Service Managers are jointly responsible for high-level planning and execution to ensure that student and academic needs are met throughout the year.
RESPONSIBILITIES
Student Records
Under the direction of the Associate Dean for Student Affairs, manages the Office of Student Services (OSS) functions unique to the law program, including enrollment, registration, student academic progress, and graduation.
Coordinates with University Registrar on all matters related to records management.
Responsible for records management for OSS including retention schedules and archiving, coordinated with the university library.
Facilitates and ensures submission of final grades each semester by faculty; coordinates with Instructional Support as needed to ensure timely and accurate grade entry; troubleshoots grade entry problems and corrects errors.
Collects student academic data at the end of each semester to create ranking documentation; works with Associate Dean and University Registrar to monitor student academic progress and changes to student academic status.
Assists Associate Dean for Student Affairs and University Registrar with reviewing degree audits for graduating students and confirming all requirements have been met.
Ensures attendance records are being entered in a timely manner, and oversees administrative removals as needed.
Student Support
Works with student organizations and the Student Bar Association to manage student funding, events, activities and needs. Conducts student organization training and leadership development.
Maintains an up-to-date roster of all student organization leaders.
Promotes student wellness unique to law students by offering programs aimed at self-care; refers students to well-being resources, both on- and off-campus; manages programming for Law Student Mental Health Week each academic year.
Coordinates with other law school offices (Career Planning, Library, etc.) to develop and offer workshops and speakers on topics related to professionalism and academic success.
Serves as a liaison to AccessLex, providing students with information about financial planning during law school.
Collaborates with the Student Bar Association to help coordinate and support their social, academic, and community activities.
Addresses student issues and questions, including inquiries to the centralized Student Affairs email account, and escalates emergent concerns to the appropriate office.
Advises students interested in transitioning from the JD to MLS program and refers students to Associate Dean as needed.
Advises students on the Petitions process as needed.
Advises students in the LLM, MLS, and certificate programs on curricular requirements and course planning and refers students to Instructional Support and Associate Deans as needed.
Works extensively with the Accessible Education Services office and the Associate Dean for Student Affairs to coordinate appropriate academic adjustments, accommodations, and services. Assists with implementation of accommodations including exam accommodations.
Work with Admissions & Deans to prepare for annual Orientation and subsequent activities.
Curriculum Administration
Under the joint direction of the Associate Dean for Student Affairs and the Associate Dean for Academic Affairs, assists with implementing course scheduling each semester by preparing curricular offerings, class schedules, registration materials, and final exam schedules.
Manages exam administration including updating records in ExamSoft, and troubleshooting issues for students and faculty during the exam period. Serves as the ExamSoft specialists in the law school.
Manages attendance software, including semester set ups, reporting, and faculty training.
Office Management:
Hire and train student employees for OSS in coordination with Instructional Support; supervise student staff by setting goals, organizing workflow, and ensuring understanding of duties and tasks.
Provides general administrative direction to the Student Services Coordinator and Externship Manager as needed.
Coordinates with staff to ensure in-person staffing in OSS during all regular business hours.
Manages and updates OSS website as needed.
Assists the Associate Deans in updating the Student Handbook annually.
Prepares faculty, staff, and student rosters each year for administrative use.
Coordinates with Instructional Support and the Executive Assistant to the Dean to provide assistance and backup as needed to ensure that all administrative and academic needs are met.
Manage p-card purchasing for administrative and student organization purposes.
Manage miscellaneous accounting needs: student reimbursement, journal publishing payments, OSB scholarship initiatives, etc.
University Duties:
Coordinates Commencement activities for the College of Law, including planning of honor cord ceremony, collecting and proofing information for the Commencement program; preparing and ordering diplomas; acts as student marshal on Commencement day. Attends university planning meetings for Commencement events. Serves as a point of contact on Commencement day.
Serves on College of Law and University committees as needed.
Serves as liaison between College of Law and University Student Affairs as needed.
QUALIFICATIONS
Minimum
Bachelor’s degree and a minimum of two years of general office experience and/or an equivalent combination of education and experience
Working knowledge of FERPA requirements.
Proficiency in the use of technology. Strong knowledge of Microsoft Office suite and Google suite.
Understanding of student records system development, use, and application. Ability to learn and adapt quickly to new software.
Ability to manage the use, storage, and input of data in a computerized management information system in conjunction with effective and appropriate paper file maintenance, in compliance with university policy as well as applicable law related to data storage, student privacy, and other guidelines.
Excellent organizational, time management, and planning skills with exceptional attention to detail.
Creativity, flexibility, and a commitment to service and individual development in a community of learners.
Proven record of teamwork and collaboration.
Preferred
Master’s degree in student affairs or related field.
Working knowledge of Ellucian Colleague and ExamSoft/Examplify.
Experience working in higher education, particularly in student records management or in a registrar function.
Typical Work Schedule: Monday – Friday, 8am to 5pm
Physical Demands & Working Conditions: Typical work is performed indoors in a normal office environment.
Salary: $24.43 per hour (~$50,815 annually)
You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:
Applications will be reviewed on a rolling basis until the position is filled.
Incomplete applications will not be considered.
BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.
REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
INSTRUCTIONS FOR APPLICANTS:
Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments - listed at the bottom of the page - must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.
