Registrar Administrative Coordinator

JOB DESCRIPTION

FULL TIME

PRIMARY FUNCTION :

Coordinates flow of office functions and provides secretarial support for Registrar. Central reference channel for directions and information from Registrar.

Handles a variety of commencement-related duties.

RESPONSIBILITIES

• Assists students with schedule adjustments and re-enrollment. Processes Name / Address changes. Processes the following petitions : Changing from credit to audit, Credit Hour Adjustment, Increase Maximum Hours, Change of Campus, Change of Catalog Year, Change of Major / Concentration & Minor, and Petitions for Policy Exception.
• Provides secretarial support for the Registrar including scheduling of appointments. Prepares agenda for and takes minutes at office staff meetings.
• Greets callers and visitors to the office. Obtains information in reference to the nature of the call of visit and if they could be of assistance or who on staff could most effectively and efficiently service the individual.
• Serves as liaison between Registrar's office and internal constituents including academic department secretaries, faculty, administration and staff.
• Reviews and replies to department e-mail account and forwards to appropriate staff member when necessary.
• Oversees the aesthetic presentation of the office.
• Processes replacement diploma requests, and coordinates mailing of diplomas including recording in Banner database the mailing data and receipt for delivery.
• Coordinates the ordering and preparation of all materials related to graduation including but not limited to : diploma paper stock, diploma covers, name calling cards, honor cords, honors designation seals and diploma mailers.
• Maintains and approves Kronos system as it pertains to student workers.
• Assists in the planning and carrying out of annual spring graduation fair, Commencement rehearsal and Commencement.
• Oversees the File Room, including organization and managing the removing of archived files.
• Maintains MS Excel log out i of in-house charges (postage, business center) incurred by department.
• Oversees incoming and outgoing office mail.
• Orders office supplies, travel requests, and other work orders through various request systems.
• Completes other tasks as assigned.

REQUIREMENTS

EDUCATION :

High School diploma or GED required.

EXPERIENCE / SKILLS / ABILITIES :

Three to five years secretarial or general clerical experience required and accurate keyboarding skills. Once year experience in ORU setting preferred.

Proficiency in MS Office required. Position requires excellent data entry skills; communication and organizational skills;

ability to multi-task while meeting deadlines; and strong interpersonal skills. Ability to operate efficiently in a high stress environment.

Prefer experience with training clerical personnel in the area of general office practices, and experience with use of Banner.

Must maintain a high level of confidentiality of information.

Maintains compliance with the Family Educational Rights and Privacy Act (FERPA) policy and its' procedures.