Senior Administrative Assistant

University of Southern Indiana • Evansville, IN

2d • Onsite

About The Position

Provide administrative support to the Registrar’s Office, specifically policies and procedures relating to pre-registration, registration (including special populations), change of status and grading, graduation application and degree conferral processes, and administrative appeals, as well as the routine maintenance of student records.

Requirements

• High school diploma/GED required.
• Two years university work experience with responsibility for registration and grade processing or two years college coursework or an equivalent combination of education and experience preferred.
• Strong interpersonal, organizational and time management skills required.
• Strong customer services skills required.
• Strong attention to detail and the ability to multi-task required
• Demonstrated knowledge of personal computers including word processing and spreadsheet software required.
• Ability to assume responsibilities, work under limited supervision, and complete projects by stated deadlines.
• Ability to maintain confidentiality required.

Nice To Haves

• Two years university work experience with responsibility for registration and grade processing or two years college coursework or an equivalent combination of education and experience preferred.

Responsibilities

• Supervise and coordinate pre-registration and registration processing which includes the dissemination of materials and information to all schools.
• Assist the Registrar with processing student drops due to missing pre-requisite courses.
• Also assist the Registrar with special processing of online programs.
• Aid the Assistant Registrar with processing mid-term, non-attendance withdrawals, progress reports, and academic dismissals.
• Distribute information regarding important deadlines and instructions, including early alert, progress report, and final grading to all faculty/staff.
• Contact each academic unit and update Registrar’s Office contact list.
• Communicate changes to Human Resources department each semester.
• Coordinate and process registration for special groups such as Intensive English Program students and other special populations.
• Synchronize all information regarding College Achievement Program.
• Determine eligibility for registration and readmit students as required.
• Supervise the registration of CAP students, and report issues back to the CAP Administrative Associate.
• Process overload requests from instructors/advisors.
• Coordinate and supervise alternate PINs for students given special permission to register early; notify group sponsors of important deadlines and ensure deadlines are met; use COGNOS reports to verify that PINs are entered correctly and work with IT to input PINs into software.
• Work with University Honors program to update student’s official transcripts to reflect honors credit earned.
• Develop and administer calendar of drop add/dates including the refund schedule for each term.
• Process and monitor student requests for Change of Academic Program and Change of Status forms.
• Communicate with students and faculty/staff to resolve any issues that arise (for example, incomplete/incorrect forms and/or invalid degree combinations).
• Supervise and edit academic record updates by monitoring COGNOS reports for invalid data and correcting issues as required.
• Process exception situations such as administrative appeals, absence reports, medical withdrawals, and administrative withdrawals as requested by the Provost’s Office and/or Enrollment Management.
• Communicate changes to necessary offices, such as Bursar and/or Student Financial Assistance.
• Update student records, residency status, and student attributes as requested by the Office of Undergraduate Admission and Graduate Admissions.
• Drop students for denial of Financial Aid appeal as required by Student Financial Assistance.
• Provide support to the Assistant Registrar with creating letters and/or postcards to students regarding registration, Change of Status forms, and change of residency status.
• Work with Assistant Registrar to create and update the Registrar Office Calendar each semester.
• Monitor the calendar to ensure important office tasks are completed on time.
• Assist other office staff with various projects during peak times.
• Perform scanning and indexing of various registrar related documents and verify the accuracy of documents once they have been scanned.
• Provide clerical support for the office, which includes: answering phone, helping office visitors, processing any registration related paperwork as needed.
• Represent the Registrar’s Office at the annual Graduation Fair and/or Welcome Week activities as needed.
• Assist Assistant Registrar with Graduation Application and Degree Conferral processes as needed.
• 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.
• Supervise assigned student workers and temporary employees and train all student workers and temporary employees processes as required.
• 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