Administrative Assistant I - Registration and Records

Position Title Administrative Assistant I - Registration & Records - PT

Department Enrollment/Registration & Records

Location Lincoln

Job Category Support Staff

Job Type PT

Posting Number 02160

Job Description:

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.

Essential Functions

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.

Marginal Functions

• 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, locations, and campuses as required. Southeast Community College schedules work schedules (hours/days/work location) based on the needs of the College. Work hours, shifts, days, and work locations may vary depending on the needs of Southeast Community College and are subject to modification. Emergency or scheduled special activities may require hours outside of the regular workweek.

Required Knowledge, Skills and Abilities

• Ability to work at a desk for extended periods of time, continuously for 2-4 hours, and up to 8 hours.
• Ability to accurately meet multiple demands and deadlines.
• Ability to work and communicate with a diverse group of students, staff, and the public.
• Skill and ability in business communication and etiquette.
• Knowledge of and experience in operating a personal computer, database, and spreadsheet software functions.
• Ability to work as a productive member of a division team using the established practices, procedures, and policies of the college and directives of the supervisor.
• Ability to maintain confidentiality and exercise discretion when working with sensitive student and institutional information.
• Knowledge of and experience in basic math and English.
• Maintain professional and appropriate working relationships with colleagues, students, and visitors.
• Ability to type, use a telephone and voicemail, transport supply items and mail, occasionally lift and carry up to fifty (50) pounds for short distances, and possess mobility within the division and campus.
• Ability to communicate effectively in writing, in person, and on the phone.
• Ability to use basic computer skills.
• The individual must possess the above skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Minimum Qualifications

• High School graduate or GED.
• Minimum of two (2) years' administrative assistant experience or one (1) year of office experience plus one (1) year of related coursework.

Desired Qualifications

• Associate's Degree in Office Professional, Business Administration, Computer Information Technology, or related field

Salary

$17.32 per hour

Benefits

Part-time regular employees are eligible to participate in the TIAA retirement plan through a Roth, SRA, or 457(B) account, with no match provided by the College. Additionally, part-time regular employees may enroll in supplemental benefits and the group vision plan through employee-paid premiums.

Schedule

Normal hours of work for this part-time regular position are generally scheduled by the College between 7:30 a.m. and 6:00 p.m. Monday through Thursday and 7:30 a.m. and 5:00 p.m. on Friday, requiring a 29-hour workweek, based on a 260-day calendar. Scheduled special activities, emergencies, or temporary schedule changes may require hours outside of the regular workday or workweek.