Registrar Clerk (Clerical Assistant 3)

Position Details

Position Information

Posting Number S382P Posting Summary Job Title Registrar Clerk (Clerical Assistant 3) Type of Employment Full Time Bargaining Unit AFSCME FLSA Exempt Salary Range $41,506 Position Classification Department California Registrar Benefits

AFSCME Benefits Summary

Posting Text

Job Summary / Basic Function

Reporting to the Office of the Registrar (OTR) leadership, this position is rotational with team structured assignments. This position is purposefully supportive of most of the typical Registrar Office functions that are required of an institution of this level of complexity and at this employee level. Employees at this position are expected to display some critical thinking and decision making as it relates to their job duties. This position interacts frequently with academic departments, students, faculty, staff, and student support services offices. Independent judgement is needed when reviewing documents for processing to determine the appropriate course of action. Work that is not performed correctly has implications on student's degree audit and graduation.

ESSENTIAL DUTIES:

Responsibilities:

• Demonstrates strong knowledge of FERPA compliance for students, staff and faculty and advises the university community on appropriate approaches.
• Works daily and effectively with Banner SIS.
• Works with the Office of the Registrar team to monitor/respond to the OTR email account, phone calls, in person requests/challenges, chatbot and incoming mail.
• Practices in working towards a paperless office.
• Practices professional communication with all institutional constituencies.
• Practices good academic record keeping by utilizing/scanning/indexing to Banner Document Management for all updates to student records.

Primary Responsibilities:

• Assists OTR leadership with registration issues and challenges including, but not limited to

• Add/dropping classes.

• Withdrawals.

• Updating credit hours and registration maximum/minimum.

• Problem solving registration issues for students.

• Working with institutional constituencies concerning registration challenges.

• Entering registration permits as needed.

• Assists the OTR leadership with challenges surrounding the submission and recording and updating of academic history.

• Assists the OTR leadership with scheduling/travel arrangements, assists with purchasing software and requisitions.

• Works with and processes curriculum changes that includes, but not limited to:

• Updating majors, minors, concentrations.

• Updating catalog terms as required.

• Advising OTR leadership when curriculum errors are presented.

• Assists the OTR leadership with schedule and course building in Banner. This includes, but is not limited to:

• Building and making schedule adjustments.

• Problem solving schedule challenges presented by the departments.

• Building and making catalog adjustments.

• Assists the OTR leadership with reviewing graduation requirements for students in both undergraduate and graduate levels. This may include, but is not limited to:

• Supports Degree Works degree audit system and ensures accuracy of course substitutions.

• Verify, evaluate, and records academic course substitutions/degree audit exceptions and academic waiver information. This includes interpreting the dean's intent and working with them on questions or problems.

• Updates and records course substitutions and exceptions in Degree Works.

• Updating majors, reviewing requirements, updating honors, entering transcript comments.

• Assists with verifying all student graduation applications.

• Working with Degree Works to assist with graduation certification.

• Requires in depth knowledge of degree audit requirements and processes/structure.

• Works with diploma production and commencement program for PennWest.

• Working with the third-party vendor to produce and resolve transcript issues. Including but not limited to:

• Pre-Banner transcripts.

• Issues with transcript data and verification that the academic record incorrect.

• Reconciling end of month remittance from the vendor.

• Ensuring that all official transcript requests are submitted through the vendor.

• Recording of evaluated transfer work for current and incoming transfer students including but not limited to: College or University transcripts, Joint Services Transcripts (JST), DANTES, College Level Placement Exams (CLEP), International Baccalaureate (IB), Advanced Placement (AP), Advanced Standing, Prior Learning Assessment (PLA) and NOCTI.

• Updating the student SIS with college catalogs from other institutions. This includes maintenance of the course catalogs,

as well as articulation evaluations that have been completed.

• Assists the OTR leadership and National Student Clearinghouse to process enrollment and degree verifications including resolving request challenges.
• Assists with subpoenas and external requests for FERPA guarded information.
• Processes updates to general person records as required.
• Reviewing reports as required to successfully navigate duties.

OTHER DUTIES:

Other duties as assigned by OTR leadership.

Required Skills, Knowledge & Abilities

• Knowledge of the use and functionality of Microsoft Office Suite software.
• Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation.
• Knowledge of standard office practices and procedures.
• Ability to use an alphanumeric keyboard.
• Ability to proofread information for conformance with prescribed standards.
• Ability to sort and file information.
• Ability to perform mathematical calculations.
• Ability to follow oral instructions.
• Ability to read and understand written materials.
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing.
• Ability to establish and maintain effective working relationships.

Minimum of Education / TrainingRequired Education Summary

• One year as a Clerical Assistant 2 (commonwealth title); or
• One year of moderately complex clerical experience; or
• An equivalent combination of experience and training.

Preferred Qualifications

• Proficiency with Microsoft Excel and other Microsoft Office applications.
• Experience using Banner in an administrative capacity.
• Strong analytical and problem-solving skills.
• Bachelor's degree preferred.

Physical Demands Work Location California Campus Is travel to other PennWest campuses required for this position? If so, how often? Work Hours 8am - 4pm Monday-Friday Posting Date 07/07/2026 Closing Date 07/28/2026 Open Until Filled No Diversity Statement

PennWest University's Office of Community, Opportunity, Responsibility, and Engagement (CORE) provides strategic leadership in fostering a campus environment grounded in dignity, belonging, and opportunity for all students, faculty, and staff. Through comprehensive programs and collaborative partnerships, CORE advances student success, cultivates academic and leadership development, and strengthens community engagement in alignment with the university's mission.

ADA Statement

To request reasonable accommodation to participate in the job application or interview process, contact Amy Salsgiver, ADA Coordinator, asalsgiver@pennwest.edu; 814-393-2109. Pennsylvania Western University complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.

EEO Statement

Pennsylvania Western University of Pennsylvania is committed to providing equal access to all individuals and prohibiting any form of discrimination and harassment on the basis of race, color, religion, national origin, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity and expression, pregnancy, genetic information, disability, status as a veteran, or any other characteristic prohibited under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations. Direct inquiries to the Title IX Coordinator, 423 Becht Hall Clarion Campus 16214-1232; email asalsgiver@pennwest.edu or phone 814-393-2109. Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents

• DD214