Academic Services Coordinator

Academic Services Coordinator – Greenville University – Greenville, IL

At our partner institution at Greenville University, the Academic Services Professional is a multifaceted role, crucial for the efficient operation of various academic departments within the university, including the Faculty and Records Office. This position involves managing a broad spectrum of administrative tasks, from handling invoices and purchasing to maintaining student records and facilitating university events.

Hours of operation:
Monday–Friday, 8:00 am – 4:30 pm. Hours may vary. (Hybrid)

• Process and submit invoices for multiple departments, ensuring timely and accurate financial execution.
• Oversee purchasing activities for different university departments, adhering to budgetary guidelines and procurement policies.
• Manage the submission of music programs to ASCAP for licensing on a quarterly basis.
• Provide administrative support to faculty members as authorized by the Chief Operating Officer (COO).

• Ensure that the Records Office operates in a responsive, friendly, and courteous manner towards all university stakeholders.
• Maintain a thorough understanding of the university's academic policies to provide accurate information.
• Offer exceptional service to students and staff, including assisting walk‑in visitors when needed.
• Enter student transfer credits in Jenzabar.
• Verify the accuracy and availability of transfer transcripts in Etrieve.
• Manage and update the Transfer Evaluation System (TES) software and transfer catalogs within Jenzabar.
• Assist with student schedule modifications (add/drop/withdraw). Manage waitlist.
• Administer notifications for schedule changes, including waitlist updates, cancelled classes, and prerequisite issues.
• Coordinate classroom assignments and handle room reservation requests for various university facilities.
• Process independent study and practicum/internship requests.
• Assist with records and registration of students in the University Pathways program.
• Help preserve student documents in Etrieve.
• Serve as back‑up for processing institutional transcript requests.
• Act as a backup liaison for veterans, including VA student certification, credit monitoring, and audit preparation.
• Process and enroll all types of guest students (graduate, undergraduate, endorsement, dual, etc.).
• Perform other related duties assigned by the Registrar.
• Assist in university events such as New Student Orientation, Pre‑Panther Days, and Commencement.

• Proven experience in administrative roles, preferably within an educational or similar setting.
• Strong organizational and multitasking skills, with an ability to handle diverse tasks efficiently.
• Excellent communication skills, both verbal and written, with an emphasis on customer service.
• Familiarity with financial processes, record‑keeping, and database management.
• Ability to work collaboratively in a team environment and to engage effectively with various stakeholders.
• Commitment to maintaining confidentiality and handling sensitive information with discretion.
• This role is ideal for a highly organized and proactive individual who excels in a dynamic, multi‑departmental environment.
• Must be able to lift 50 lbs. as needed to move equipment across the campus environment.
• Must be able to sit and stand for long periods.