Senior Administrative Assistant

Title:Senior Administrative Assistant

Division: Provost's Office

Department: Registrar's Office

FLSA Status:Non-Exempt

Salary Range:Grade 5: $13.63/hour

EEO Job Group:5 E6

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.

• 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…