Graduate Assistant - Registrar

University of Pikeville•Pikeville, KY

5d•Onsite

About The Position

The University of Pikeville (UPIKE) is actively seeking candidates for its Graduate Assistant for the Registrar’s office. The central focus for the Graduate Assistant is to perform clerical services to the entire academic community in the Registrar’s Office and serve as an assistant for the University Registrar, Associate Registrar, Assistant Registrars, and Director of Student Records.

Requirements

Baccalaureate degree.
Admission to a University of Pikeville Masters Program.
Some experience using basic clerical skills.
Must have ability to multi-task.
Must have excellent written and oral communication, organizational, typing, and critical thinking skills.
Attention to details.
Must be proficient with Microsoft Office, particularly Word and Excel.
Must be familiar with conducting research on the Web.
Must have experience working with office equipment (i.e. computer, copier, multi-line telephone, printer, and scanner.

Responsibilities

Upholds the integrity of the Registrar’s Office and all parts of the University of Pikeville. Will not allow anyone else to use his/her username/password or otherwise obtain access to all types of academic records. He/she agrees to protect his/her username/password against inadvertent disclosure and/or share his/her name/password with other individuals or entities. He/she agrees to comply with all federal, state, and local requirements pertaining to the security, confidentiality, and privacy of information maintained by the University of Pikeville, including the Federal Family Educational Rights and Privacy Act (FERPA).
Functions as a receptionist: Duties include, but are not limited to answering telephone, in-person, and e-mail inquiries and requests; ascertains the nature of business of each and then disperse them to the appropriate person or persons. Also, schedules appointments for registrars using Outlook Calendar; maintains good customer service; and distributes copies of all forms maintained by the Registrar’s Office.
Handles incoming and outgoing mail for the Registrar’s Office.
Performs inventory of forms in stock for everyday use, maintains copier machine, including placing service calls, and places printing orders, as needed.
Performs scanning using Perceptive Content, verifying scanned documents, linking, and purging/shredding of academic permanent files/records, as well as filing.
Organizing, alphabetizing, and filing documents.
Assist with processing transcript requests.
Prepares deferments; letters of good standing; enrollment verification letters/forms, insurance forms, mail merges, envelopes, reports, etc.
Performs data-entry into Colleague of information from various forms (i.e. Emergency Contact, FERPA).
Performs data-entry, updates, and tracks first-year studies (FS 102) requirements.
Assists with registration of students.
Assists with data-entry of class schedules, including drop/add/withdraw.
Assists with prerequisite checking.
Assists with data-entry of transfer credit.
Assists with all aspects of Grad Fair.
Assists with the preparation and implementation of graduation ceremonies.
Performs additional duties as required by the University Registrar, including, but not limited to, taking and transcribing minutes as meetings, typing, data research, or copying and assembling materials.
Utilizes word processing, the Internet, electronic mail, spreadsheets, databases and other computer and technologically enhanced learning tools to carry out responsibilities in an efficient and thorough manner.
Performs other duties as assigned.