Records Assistant
Job Title: Records Assistant
Classification: C4
Department: Registrar’s Office
Updated: July 2024
Job Summary
This position is part of a team that provides direct customer service to students, faculty, and staff for a broad range of Registrar’s Office services. Position includes heavy telephone and in-person contact with emphasis on accuracy and promptness. Hours are 8am-5pm, Monday through Friday. Must be able to work in-office/in-person.
Essential Functions:
- Assists individuals on the phone and in person, provides information, and completes transactions as required by students and/or faculty and staff.
- Provides in-person assistance at the service counter, as needed.
- Assists with end-of-semester grading, processes repeat grades, and academic standing.
- Maintains and updates student records – grades, addresses, name changes, and other bio-demographic information.
- Produces official transcripts.
- Processes and maintains documentation for international students.
- Verifies attendance for outside agencies.
- Establishes and maintains permanent student files.
- Serves as a School Certifying Official (SCO) working with Veterans to fulfill necessary reporting requirements to the Department of Veteran’s Affairs
- Services on the Customer Service Panel
- Works at commencement
- Assists other units within the Registrar’s Office during high demand times.
- Other related duties as assigned.
Non-Essential Functions
Not Applicable.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Demonstrated successful experience working with complex data systems.
- Demonstrated successful experience managing competing demands in a high-volume, customer-focused environment.
- Demonstrated successful experience understanding and completing complex tasks in the service of customers.
- Some college coursework.
- Higher education experience.
- Banner experience.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.