Administrative Assistant I - Registration & Records - PT

Administrative Assistant I
- Registration & Records - PT

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Position Information

• Position Title:
  
  Administrative Assistant I
  - Registration & Records - PT
• Department:
  Enrollment/Registration & Records
• Location:
  
  Lincoln
• Job Category:
  Support Staff
• Job Type: Part-Time
• Regular Posting Number: 02160
• Position End Date:

Position Summary Information

• General Description of Position:
  Under the general direction and supervision of the Administrative Director, Registration & Records, and the Associate Director, the Administrative Assistant I provides administrative support to the Registration and Records Office. This includes operating a computer, copy machine, fax machine, telephone, document imaging system, and other equipment as necessary. This part-time regular position serves as a member of the registration team, prepares reports, maintains student records (both paper and imaged), processes and distributes transcripts, and assists students.

• 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.
• Communicate with supervisor in a timely, factual, clear, concise, and meaningful manner.
• 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.
• Image Student Files
• 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.
• Data Entry
• 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.
• Prepare and Maintain Academic Transcripts
• Process transcript requests for current and former students. This includes locating student records and the reproduction of 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 Office Machines
• 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.
• Software usage includes Microsoft Office, document imaging and retrieval software, and Microsoft Outlook.
• Prepare, copy, and distribute printed materials.
• Examples of printed materials are student schedules, transcripts, reports, minutes, and other items related to Registration and Records.
• Work independently
• Work independently with little or no supervision at times.
• Solve problems and provide direction.
• Promote a Culture of Belonging
• 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.

• Maintain a supply of forms for the Registration/Records Office.
• Participate in selected staff and professional development activities.
• May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required.
• Perform other College functions and duties as assigned.
• Must be able to work varied days, hours, shifts,…