Job Description

POSITION SUMMARY:

Date application must be received for priority consideration by: September 30, 2026

Anticipated Appointment Begin Date: October 15, 2026

Closing Date or if blank, Open Until Filled:

Job Family Group: Support Staff

Support Staff Classification Title: Administrative Program Specialist

Division/Department: Academic and Student Affairs/Registrar's Office

Compensation Range (commensurate with experience): Salary Range 21, Steps 1-3 $22.83 -$24.99/hourly or $3,958-$4,332 monthly @ 1.0 FTE

FLSA Status: Non-Exempt

Appointment Basis: 12-month

Time Type: Full-time

Benefits Eligible: Yes

Renewable/Non-renewable/Grants/Limited Duration/Temporary: Renewable

This position must possess and maintain a current, valid Driver's License: No

This position is designated as a critical, security-sensitive, or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes

Lead Work/Supervisory Responsibilities: No

Work Location Type: On Campus

Work Hours: M-F (8:00a – 5:00p), some evening and weekend hours may be required. Hours are subject to change with notice.

Worker Status: Must be able to legally work in the United States without visa sponsorship

SPECIAL INSTRUCTIONS TO APPLICANT:

• Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant’s qualifications and interest in the position; and (2) current resume/CV. - PLEASE NOTE - during the application process, you will be prompted to attach these documents in the area titled "Resume." Please either combine ALL documents into ONE attachment, OR upload each item separately in this section. Failure to upload ALL of the required documents may disqualify application from consideration.
• For inquiries and additional information, please contact Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553.
• To view SOU’s very generous benefits and pension programs available to eligible positions, please visit https://inside.sou.edu/assets/hrs/Benefits/Benefit_Flyer/2024_Prospective_Candidate_Benefit_Overview_012024.pdf
• Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html, demonstrates our value and commitment to our employees.

POSITION DESCRIPTION:

The Registrar Systems and Degree Requirements Coordinator reports to the University Registrar and assists in the administration and coordination of the University's academic records and degree requirements programs. The position independently coordinates administrative processes supporting curriculum implementation, degree requirements, registration, and academic records while serving as a functional expert for Workday Student.

The position researches and interprets federal regulations, state laws, university policies, academic regulations, and administrative procedures related to registration, curriculum, degree completion, and student records. The incumbent applies these interpretations to complex and often non-routine situations, develops administrative procedures, monitors compliance, analyzes operational data, identifies process improvements, and recommends solutions that support institutional effectiveness and student success.

The position serves as a liaison between the Registrar's Office, academic departments, Information Technology, Enrollment Management, and other institutional partners to coordinate implementation of curriculum and academic policy changes while ensuring the integrity of academic records and degree requirements.

Minimum Requirements

• two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
• an equivalent combination of training and experience.

One year of postsecondary education may be substituted for up to one year of the experience.

Preferred Requirements

• Bachelor's degree in Business Administration, Higher Education Administration, Public Administration, Information Systems, or related field.
• Experience working in higher education.
• Experience with Workday Student or another Student Information System.
• Experience supporting curriculum management, degree audits, registration, or academic records.
• Knowledge of FERPA, enrollment management practices, and academic policy administration.

Essential Functions

Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive:

(70%) Program Coordination and Administration

• Coordinate administration of the University's degree requirements and curriculum implementation processes within Workday Student.
• Establish, document, and maintain administrative procedures supporting academic requirements, registration, and degree completion.
• Interpret university academic policies, federal regulations, state requirements, and institutional procedures regarding curriculum, registration, graduation, and student records.
• Apply policy interpretations to complex or non-routine student, faculty, and administrative situations and recommend appropriate resolutions.
• Monitor academic requirements and degree audit functionality to ensure compliance with approved curriculum, catalog requirements, accreditation expectations, and institutional policy.
• Coordinate implementation of approved curriculum changes and academic policy revisions across university systems.
• Conduct administrative review, testing, validation, and evaluation of Workday Student configuration changes affecting academic records and degree requirements.
• Research operational issues, analyze data, identify trends, and recommend improvements to Registrar Office procedures and business processes.
• Assist the University Registrar in developing and implementing operational improvements, administrative procedures, and workflow efficiencies.
• Coordinate with Information Technology and campus partners to resolve system issues affecting academic records and registration.
• Serve as the Registrar Office functional expert regarding curriculum, degree requirements, and academic records processes.
• Develop administrative documentation, business procedures, user guides, and process standards.
• Serve as liaison between the Registrar's Office and academic departments regarding curriculum implementation and degree requirement maintenance.
• Coordinate administrative projects related to student records, registration, curriculum implementation, and academic systems.

(20%) Program Support, Compliance and Training

• Monitor academic records processes for compliance with institutional policy, FERPA, applicable federal regulations, and university procedures.
• Research and respond to inquiries from students, faculty, staff, and administrators by interpreting university policies and administrative procedures.
• Develop and conduct training for faculty, staff, and campus users regarding Workday Student processes, curriculum administration, registration, and degree requirements.
• Prepare reports, administrative analyses, and recommendations supporting operational planning and decision-making.
• Maintain confidential student information using appropriate professional judgment and discretion.
• Coordinate office communications and administrative workflow related to assigned program responsibilities.

(10%) Other Duties

• Participate on university committees, project teams, and administrative workgroups.
• Assist with special administrative projects assigned by the University Registrar.
• Perform other duties as assigned.

Skills, Knowledge, and Abilities

• Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
• Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.
• Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
• Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
• Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Expressed skill to independently analyze software functionality through technical documents, and design and document efficient/effective work processes; ability to independently analyze software problems, test probable causes, and recommend sound solutions.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
• Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
• Comprehensive knowledge of administrative principles, policies, and procedures applicable to higher education registration and academic records.
• Demonstrated ability to interpret and apply complex laws, regulations, university policies, and procedures.
• Ability to independently research administrative issues, analyze information, evaluate alternatives, and recommend solutions.
• Ability to monitor administrative processes for compliance and operational effectiveness.
• Ability to analyze operational, financial, or statistical information and identify trends affecting program operations.
• Ability to establish administrative procedures and coordinate operational activities.
• Ability to prepare reports, presentations, recommendations, and procedural documentation.
• Ability to coordinate multiple administrative projects while meeting deadlines.
• Ability to learn and effectively utilize Workday Student and related enterprise systems.

Physical Demands

• Normal office activities such as sitting/standing at a desk, using a computer, answering phones, and communicating in person, both in writing and via phone with others.
• Occasional move/transport up to 25 lbs.

Special Conditions

• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
• Must be able to successfully pass a pre-employment background check.
• This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
• The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.

SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce

In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable accommodation in the application and/or interview process due to disability, requests must be made in a timely manner to Human Resources.

Diversity Statement:

Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators, and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

SOU Land Acknowledgement

We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta, Takelma, and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization, the Gold Rush, and armed conflict between 1851 and 1856. In the 1850s, the discovery of gold and settlement brought thousands of Euro-Americans to their lands, leading to warfare, epidemics, starvation, and villages being burned. In 1853 the first of several treaties were signed, confederating these Tribes and others together – who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States, and in return, they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856, these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today, the Confederated Tribes of Grand Ronde Community of Oregon (www.grandronde.org) and the Confederated Tribes of Siletz Indians (www.ctsi.nsn.us) are living descendants of the Takelma, Shasta, and Latgawa peoples of this area. We encourage YOU to learn about the land you reside on and to join us in advocating for the inherent sovereignty of Indigenous people.

Notice to Prospective Employees

Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the “Clery Act”), require that prospective employees be notified of the availability of SOU’s Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use, possession, and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR) can be accessed at the following link: https://cps.sou.edu/clery-act-annual-security-report/. A physical copy of the ASR is available at no charge upon request. To request a copy, please visit the Office of the General Counsel located in Churchill Hall, 1250 Siskiyou Boulevard, Ashland, Oregon 97520. For more information, call 541-552-7095, or email clerycoordinator@sou.edu.