Administrative Assistant – Registration & Records

Overview

Administrative Assistant – Registration & Records Jobs in Broken Arrow, USA at Southeast Community College

Position: Administrative Assistant I – Registration & Records – FT

Administrative Assistant I – Registration & Records – FT

Under the general direction and supervision of the Administrative Director of Registration & Records, 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. The assistant serves as a member of the registration team, preparing reports, maintaining student records (both paper and imaged), processing and distributing transcripts, and assisting students.

This is a full-time, regular position.

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 the 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.
• Direct other inquiries to the appropriate office.

Prepare, copy, and distribute printed materials

• Examples of printed materials are student schedules, transcripts, reports, minutes, and other items related to Registration and Records.

Prepare and Maintain Academic Transcripts

• Process transcript requests for current and former students, including locating student records and reproducing 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.

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 other information related to student records.

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.

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.

Work Independently

• Work independently with little or no supervision at times.

Training Staff

• Provides general training and direction as assigned.

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 using 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.
• Knowledge of and experience in basic math and English.
• 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.
• Maintain professional and appropriate working relationships with colleagues, students, and visitors.
• Demonstrate or be able to explain that the essential functions of the job can be performed with or without reasonable accommodation.

Minimum Qualifications

• Minimum of two (2) years of administrative 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…

Title: Administrative Assistant – Registration & Records

Company: Southeast Community College

Location: Broken Arrow, USA

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