Title: Senior Administrative Assistant (Registrar's Office)
Division: Provost's Office
Department: Registrar's Office
FLSA Status: Non-Exempt
Salary Range: Grade 5: $13.63/hour
EEO Job Group: 5 E6
Position Summary
Carry out the policies and procedures of the Registrar’s Office, specifically those relating to enrollment verifications, applications for readmission and Fresh Start applicants.
Duties/Responsibilities
Review and process applications for readmission. Evaluate students’ classification, major(s), academic standing, academic registration holds and Fresh Start eligibility. Communicate decision with students and college of major as needed, counseling students if necessary on how to meet requirements.
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Process Fresh Start program applications and correspondence. Follow up with students and university departments when required. Assist Registrar with monitoring the first 12 quality hours of each student’s education and advise Registrar on progress and when previous grades are eligible to be removed from grade point average computation. Monitor student progress until graduation, advising student and Registrar on progress.
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Coordinate and process enrollment verifications for students related to insurance, student loan deferment, foreign student forms, verification of graduation, skip, traces, etc.
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Verify required information and process student change of name requests
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Maintain students’ permanent academic records by scanning and indexing forms and other paperwork into document imaging system.
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Assist Assistant Registrar with developing and running reports on a routine basis to identify and resolve inconsistencies in student software.
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Assist Associate Registrar with reviewing, correcting errors, and resolving problems resulting from National Student Clearinghouse data uploads.
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Provide clerical support to the office including answering the phone, helping office visitors and processing registration related paperwork as needed.
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Serve as back-up for processing change of majors and change of grades or incompletes
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Maintain inventory of forms used in this position.
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Assist office staff with various projects during peak periods. Serve as primary backup to Registrar Administrative Associate. Learn all essential functions of that position and be able to execute in absence or peak volume.
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Direct work of other administrative assistants in the Registrar’s Office when they assist with readmissions and/or enrollment verifications.
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Supervise and train assigned student workers.
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Serve as an interviewer with students, faculty, staff and others as per Public Law 93-380, Family Educational Rights and Privacy Act of 1974.
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- Other duties as assigned.
Required Knowledge and Skills
High school diploma or GED.
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Excellent interpersonal skills with the ability to greet and interact in a professional manner with students, parents, alumni, faculty, staff, co-workers and other office visitors.
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Excellent organizational and communication skills . Strong written communication skills.
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Must be able to communicate University policies and procedures regarding registration as well as the Registrar’s Office policies and procedures.
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Ability to coordinate multiple tasks, determine priorities, set deadlines and complete projects.
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Must possess refined problem-solving skills and occasionally reach a creative solution to meet a student’s need and provide good service. Must work effectively with diverse needs and requests of individuals.
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Demonstrated proficiency with computers, word processing, email, and internet.
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Must assume responsibility for self and subordinates, work under limited supervision and complete projects by stated deadlines.
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Must work effectively during fast-paced periods.
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Refined customer service or public relations skills. Must communicate effectively with students and faculty at all levels of ability and explain procedures to non-native English speakers effectively.
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- Must maintain confidentiality in compliance with the Family Educational Rights and Privacy Act (FERPA).
Preferred Knowledge and Skills
Three to five years of office experience preferred.
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- Knowledge of Banner software preferred.
Regular Work Hours/Travel Requirements
- Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.
- Occasional irregular or extended hours necessary during registration or as needed.
About USI
The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:
- 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/75% for spouses and dependent children.
- Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service
For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.
Application Process
Application materials should include:
Pre-Employment Screening
A background check will be required for employment in this position.
Authorization to Work in the United States
USI will not sponsor an employment-related visa for this position.
Interview Accommodations
Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at [email protected] or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [email protected] or (812) 464-1815.
EEO Statement
USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities
