Administrative Assistant I - Registration & Records

PeopleAdmin•Lincoln, NE

About The Position

This position provides customer service for the Registration/Records Office. The role involves daily communication with students, campus personnel, instructional staff, and other organization personnel, both orally and in writing. The Administrative Assistant will answer questions related to records and registration, maintain the confidentiality and security of student education records in accordance with FERPA and College policies, and direct other inquiries to the appropriate office. Key responsibilities include imaging student files by scanning and organizing documents, performing data entry for student registration and demographic updates, and preparing and maintaining academic transcripts by processing requests and ensuring the integrity of student academic records. The role also requires operating various office machines and software, including personal computers, printers, telephones, copiers, fax machines, document imaging systems, Microsoft Office Suite, and Microsoft Outlook. Additionally, the position involves preparing, copying, and distributing printed materials such as student schedules, transcripts, reports, and minutes. The Administrative Assistant is expected to work independently with minimal supervision, solve problems, provide direction, and promote a culture of belonging by supporting an environment where all individuals feel welcomed, valued, and empowered.

Requirements

High School graduate or GED.
Minimum of two (2) years’ administrative assistant experience or one (1) year of office experience plus one (1) year of related coursework.
Ability to communicate daily, both orally and in writing, with students, campus personnel, instructional staff, and other organization personnel.
Ability to communicate with supervisor in a timely, factual, clear, concise, and meaningful manner.
Ability to answer questions from prospective, current, and former students and the general public as related to records and registration.
Ability to maintain the confidentiality, integrity, and security of student education records in accordance with FERPA and College policies and procedures.
Ability to organize student files and prepare them for imaging.
Ability to use scanning equipment to image and index documents.
Ability to verify the integrity of the information.
Ability to retrieve documents from the imaging system for students and staff.
Ability to register students for courses and process drop/add forms.
Ability to maintain student demographics by correcting and/or updating address changes, name changes, program changes, entry dates, and all other information related to student records.
Ability to process transcript requests for current and former students.
Ability to locate student records and reproduce student transcripts via the student information system, photocopy, or digital records.
Ability to maintain the integrity of student academic records by verifying, updating, and correcting all information as directed.
Proficiency in operating personal computer, including printer, telephone equipment with voicemail and automatic call distribution system, copier, fax machine, document imaging system, and other equipment as assigned.
Proficiency in Microsoft Office, document imaging and retrieval software, and Microsoft Outlook.
Ability to prepare, copy, and distribute printed materials.
Ability to work independently with little or no supervision at times.
Ability to solve problems and provide direction.
Ability to support and promote an environment of belonging.
Ability to foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment.
Ability to support the College’s policies and programming related to access, fair employment, and equal opportunities for all.

Responsibilities

Provide customer service for the Registration/Records Office.
Communicate daily, both orally and in writing, with students, campus personnel, instructional staff, and other organization personnel.
Answer questions from prospective, current, and former students and the general public as related to records and registration.
Maintain the confidentiality, integrity, and security of student education records in accordance with FERPA and College policies and procedures.
Direct other inquiries to the appropriate office.
Scan documents into student files in the imaging system.
Organize student files and prepare them for imaging.
Use scanning equipment to image and index documents.
Verify the integrity of the information.
Retrieve documents from the imaging system for students and staff.
Register students for courses and process drop/add forms.
Maintain student demographics by correcting and/or updating address changes, name changes, program changes, entry dates, and all other information related to student records.
Process transcript requests for current and former students.
Locate student records and reproduce student transcripts via the student information system, photocopy, or digital records.
Maintain the integrity of student academic records by verifying, updating, and correcting all information as directed.
Operate personal computer, including printer, telephone equipment with voicemail and automatic call distribution system, copier, fax machine, document imaging system, and other equipment as assigned.
Prepare, copy, and distribute printed materials such as student schedules, transcripts, reports, minutes, and other items related to Registration and Records.
Work independently with little or no supervision at times.
Solve problems and provide direction.
Support and promote an environment of belonging where all students, faculty members, and college employees feel welcomed, valued, and empowered to contribute.
Foster a community where each individual and their varied perspectives enrich the educational experience and create a safe and respectful environment.
Support the College’s policies and programming related to access, fair employment, and equal opportunities for all.