Administrative Coordinator, Registration

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🔥 12 hours ago

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CIEE Barcelona

WebsiteLinkedInAll Job Openings

11 - 50 employees

📚 Education

🤝 Non-profit

👥 B2C

Education • Non-profit • B2C

CIEE Barcelona is a nonprofit organization dedicated to advancing intercultural exchange and study abroad experiences since 1947. They provide a variety of programs that connect high school and college students with international opportunities, facilitating personal growth, cultural understanding, and educational advancement. CIEE Barcelona focuses on offering students access to diverse educational experiences, internships, and work opportunities worldwide, ensuring a comprehensive and transformative journey abroad.

📋 Description

• Responsible for managing the day-to-day management, creation of academic records, applying all grade changes, and assisting local site teams and faculty with entering grades. • Oversees the centralized grade processing workflows as well as assisting the Associate Registrar / Registrar with monitoring missing grades, incomplete grades, adverse grades, and other grade reviews as needed. • Troubleshooting issues with end of program processes, assisting with grade appeals, and maintaining accuracy in all records. • Supports the Registration team with analysis, reporting, and maintenance of registration and final grade data and data collection tools. • Responsible for providing administrative support to the Registrar, Associate Registrar, and Registration Managers daily. • Create and manage the development of CIEE course guides and grading trackers for completion by Registration Coordinators for all CIEE worldwide sites. • Assist in the development and dissemination of weekly grades mailings to homeschools. • Generate enrollment verification letters and requests for student attendance documentation, including homeschool enrollment verification requests. • Assist with management of Salesforce Course Request and Registration System (CRRS) course offerings, student registrations, and grade reports for Study Abroad, Faculty-led and Customized (FAC), and other business lines offering college credit programs. • Organize and produce mailings of direct-to-student documents, certificates, and graded work. • Serve as the primary liaison between CIEE Registration and Parchment, Inc, electronic transcript provider, maintaining constant communication with the Parchment account manager. • Provide feedback to the Registrar on future Parchment, Inc. contract renewals, occurring on a three-year rolling basis. • Processing of registration materials, grade reports, and transcript requests. • Develop and maintain a process for tracking student grade appeals and inquiries, serving as the main point of contact with program participants. • Schedule the timely review of all submitted grade appeals, follow up with local site teams regarding questions and issues, and draft correspondence regarding final adjudication status with all required parties. • General clerical duties including but not limited to filing, photocopying, and the generation of letters and registration-related documents. • Maintain the confidentiality of student academic records in accordance with the regulations of the organization related to higher education, the General Data Protection Regulations (GDPR), and the Family Educational Rights and Privacy Act (FERPA).

🎯 Requirements

• A minimum of 1-2 years of work experience in an administrative and/or customer-service-oriented field. • Education - Bachelor’s degree required. • Experience working in higher education administration, particularly within a college or university Registrar’s or study abroad office preferred. • Must have strong organizational and administrative skills and exceptional attention to detail. • Must have exceptional customer service and interpersonal skills, and a collaborative work ethic. • Must be able to exude empathy and control in person, over the phone, and in email. • Excellent written and oral communication skills required. • Advanced skills with Word, Excel, and Adobe Professional, and ability to learn new software required. • Must know how to set up mail merges and how to format spreadsheets and documents. • Must be comfortable learning new databases and technology. • High tolerance for ambiguity and the flexibility necessary to respond quickly and appropriately to changing circumstances and priorities are required.

🏖️ Benefits

• Paid time off • Parental leave • Gym Reimbursement Program • Employee Assistance Program • Short-term & Long-term Disability • 6 floating Fridays (based on our eligibility rules) • CIEE Study Abroad Program discounts • 403(b) Retirement Plan with employer contribution • Insurance Coverage (life, travel, medical, dental, and vision) • Flexible Spending Accounts/Health Savings Accounts (medical and dependent) • Voluntary Benefits (identity theft protection, pet insurance, accident, and critical illness)