Records Assistant - Allendale Campus
Job Title: Records Assistant - Allendale Campus
Classification: C3
Department: Registrar’s Office
Updated: August 2024
Job Summary
Provides extraordinary customer service at the Student Service Windows and supports a variety of functions within the Registrar’s Office.
Essential Functions:
- Works at the student assistance windows – answers questions, receives and provides paperwork for responding to customer needs and performs typical administrative functions. These may include registering students, processing transactions for students, faculty, staff, and departments, creating ID cards, providing admissions information, producing transcripts, etc.
- Assists customers on the telephone, online, and in person.
- Provides information and completes transactions as required by students.
- Interprets regulations and procedures and responds appropriately.
- Runs unofficial transcripts and degree audits.
- Responsible for maintaining check and credit card payments.
- Responsible for consolidation and balancing of daily transactions.
- Regularly supports other units, such as auditing, records, and registration units, within the Registrar’s Office.
- Produces reports to monitor and maintain the quality and accuracy of data.
- Serves as resource person for faculty, staff and students within areas of expertise.
- Loads and maintains data to the student information system.
- Responsible for daily monitoring of activities at the transaction center.
- Monitors inventory.
- Works at commencement.
- Takes charge of one or more of the following functions: FERPA student grader training, training video production, website updating, creation and maintenance of training materials for the unit.
- Processes and makes decisions regarding duplicate PIDMs
- Prepares, scans, and indexes document images
- Performs other 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
- Some college course work and banking related experience.
- Higher education work 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.