Administrative Assistant and Records Speciali

Job Description

Job Description

Summary and Purpose :

Assists the Registrar in a variety of functions including but not limited to : provide customer service assistance to students, faculty, and staff through the Registrar email, telephone calls or in person visits to the Registrar / Advising Center.

Establish, maintain and update office and student records; and provide administrative support for staff members in the Registrar / Advising Center.

Monitor and process transcript and Degree Verify requests through the National Student Clearinghouse.

Responsibilities / Duties / Tasks / Essential Functions :

Cover the Front Desk

Main customer service assistance to students, faculty, and staff calling, emailing or visiting the Registrar / Advising Center.

Make appointments for Registrar and academic advisor. Prepare all information needed for the appointments.

Order office supplies needed to maintain the functions of the office.

Respond to or direct to the appropriate person / office all emails received to departments email.

Correspondence for Registrar including messages regarding student or faculty illness, withdrawals, canceled classes, letters of appeal, probation, etc..

Update office hours, closings and the holiday schedule on the National Student Clearinghouse.

Assist Admissions in registering dual enrollment student for classes and providing them all needed documentation.

Maintain the exit interview and withdrawal process.

Transcript Request and Degree Verification

Respond to verification of degree and attendance requests with accurate and timely information.

Process transcript requests through the National Student Clearinghouse.

Supervise Student Workers

Responsible for the training and supervision of student employees.

Maintain and update the student worker handbook.

Create the student worker schedule with the approval of the Registrar. Coordinate with student employees to make sure there is coverage of the front desk.

Perform other job duties as assigned by the Registrar.

Knowledge, Skills and Education Requirements

Qualifications :

Bachelor’s degree preferred, Associate’s degree required

Computer skills : strong Word, Excel, and Google Suite skills required

Effective verbal, written, and interpersonal skills required

Ability to deliver pleasant and professional customer service required

Excellent organizational and project management skills required

Ability to work independently and as a member of a team required

Knowledge of Colleague software or other student information system preferred

At least two years of customer service experience preferred, with experience in a higher education environment highly preferred

This function includes repeated contact with current students, alumni, parents of students, faculty, staff and other places of business and institutions of higher learning.

It requires the utmost discretion, a positive but firm attitude and a willingness to accommodate a variety of requests.

Work Environment & Physical Demands

Flexible working hours on occasion

Busy environment with interruptions

Constant use of computer and telephone

Some lifting (20-35 pounds)