Job Title: Registrar's Office Assistant
Classification: C4
Department: Records and Registration
Updated: March 2019

Job Summary

This position provides administrative and confidential clerical support for the Office of the Registrar.  Work hours are typically 8 a.m.-5 p.m., but may require occasional flexibility in hours during peak times of the semester.

Essential Functions

• Provide administrative and confidential clerical support for the Office of the Registrar, which includes planning, coordination, and implementation of projects, events, and services which substantially contribute to the unit’s or division’s objectives.
• Provide excellent customer service and accurate information to internal and external customers on the phone, in person, and via email.
• Provide support for the Registrar including scheduling and managing of calendars, correspondence, and coordination and implementation of special projects.
• Perform administrative work of a confidential nature for the Registrar.
• Provide support for budget monitoring/reporting, purchasing, travel planning, student employee scheduling, and office supply management.
• Complete projected as assigned by the Registrar and staff which may involve planning, coordinating work, analyzing data and/or preparing reports.
• Hire, train, and supervise student employees including staffing and monitoring desk coverage in the Student Assistance Center reception area.
• Develop, prepare and/or compose responses to correspondence requiring research, judgement, and discretion; write, edit, and submit materials for internal and external communication.
• Prepare standard and requested reports requiring tabulation, compilation, manipulation of data, and narrative explanation.
• Disseminate information that may require explanation, interpretation, and implementation of established university and departmental policies and procedures to departments and programs and direct individuals to sources of additional information.
• Coordinate employee search process.
• Maintain general office files, including historical data.
• Act with a high degree of independence as liaison with internal and external contacts in preparing programs, updates, and other support functions related to the office.
• Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for meetings, conferences, exhibits, and travel.
• Provide information and complete transactions as required by students.
• Provide extensive customer service support through the Student Assistance Center.
• Assist with keying and proofing of the course schedule.

Non-Essential Functions

• Other related duties as assigned.

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

• Higher Education experience.
• Supervisory experience.
• Bachelor's degree.

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.

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