Senior Administrative Assistant

University of Southern Indiana • Evansville, IN

2d • Onsite

About The Position

This position carries out the policies and procedures of the Registrar’s Office, specifically those relating to the processing of students’ outgoing transcripts and grade changes. The role involves supervising and coordinating the processing of requests for electronic and paper transcripts, working with other University departments to process transcripts for special populations, completing billing reports, coordinating the release of transcripts for students with holds, and assisting with monitoring analytics pertaining to transcript generation. The Senior Administrative Assistant will also serve as a resource to third-party credentials providers, work with the Information Technology department for portal integrity testing, monitor monthly billing statements, establish and oversee processes for expedited processing, and process and authenticate apostilles and notarized diplomas. Additionally, the role manages the maintenance, storage, accuracy, and distribution of hardcopy transcripts, supervises and trains student workers, manages the distribution and processing of Release of Information forms, coordinates release of information to governmental agencies, and supervises and coordinates academic record information for change of grade and course repeats. The position also provides clerical support, assists with the preparation of letters of certification, processes readmissions, maintains inventory files, serves as an interviewer, assists with various projects during peak periods, and performs scanning and indexing of registrar-related documents.

Requirements

• High school diploma or GED.
• Some college coursework required.
• Two years’ office or comparable work experience.
• Excellent interpersonal, organizational and communication skills required.
• Ability to work effectively with diverse needs and requests of individuals required.
• Refined attention to detail required.
• Demonstrated proficiency with computers, internet, word processing, spreadsheets, and email software required.
• Ability to assume responsibility for self and subordinates, work under limited supervision and complete projects by deadlines.
• Ability to work effectively during fast-paced periods required.
• Ability to handle multiple projects simultaneously and in an efficient and effective manner required.
• Excellent customer service/public relations skills required.
• Ability to maintain confidentiality required.

Nice To Haves

• Experience in a university Registrar’s Office preferred.

Responsibilities

• Supervise and coordinate the processing of requests for electronic and paper transcripts of student's academic records for students and outside agencies.
• Work with other University departments to process transcripts for special populations, such as those students in the College Achievement Program (CAP), internal employees, and international students.
• Complete billing reports for the Business Office.
• Coordinate the release of transcripts for students with holds as requested by the Bursar’s Office.
• Assist the Assistant Registrar with monitoring analytics pertaining to transcript generation.
• Serve as resource to the third-party credentials providers, ensuring accuracy in orders, processing and tracking.
• Work with the Information Technology department for testing of portal integrity, periodic upgrades and interface stability.
• Monitor monthly billing statements for accuracy; generate credits for students whose transcripts are unable to be processed.
• Establish and oversee processes for expedited processing of transcripts and other documents generated by the Registrar’s Office.
• Process and authenticate apostilles and notarized diplomas generated by the Registrar’s Office.
• Manage maintenance, storage, accuracy and distribution of hardcopy transcripts; oversee and manage secure storage of traditional transcript paper, hard copy transcript paper and mailers, as well as ensuring adequate supplies.
• Supervise student workers as assigned.
• Train student workers in transcript related processes.
• Manage distribution and processing of Release of Information forms.
• Coordinate release of information to governmental investigating agencies.
• Supervise and coordinate academic record information for change of grade and course repeats.
• Provide clerical support to the office, including answering the phone, assisting office visitors, and processing registration related paperwork as needed.
• Assist with the preparation of letters of certification to include insurance forms, student loan deferment forms, foreign student forms, verification of graduation, etc. as needed.
• Assist with the processing of readmissions as needed.
• Help evaluate and process incoming readmission forms for students’ classification, majors, academic standing and Fresh Start eligibility.
• Maintain inventory files of forms used in this position.
• Serve as an interviewer with students, parents, faculty, staff, and others as per Public Law 93-380, Family Educational Rights and Privacy Act of 1974.
• Assist office staff with various projects during peak periods.
• Perform scanning and indexing of various registrar related documents and verify the accuracy of documents once they have been scanned.
• Other duties as assigned.

Benefits

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees, spouses, and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED