Secretary to the Registrar/Registration Specialist

This secretary/registration specialist reports to the Registrar. The following is a list of qualifications, job requirements and job functions, however, this is not an exhaustive list and may be altered when necessary.

 

Qualifications:

Required Technical Skills

·       Computer literacy with strong knowledge of Microsoft Word, Excel, Publisher, and Adobe, and the ability to learn new computer applications.

·       Ability to communicate effectively with students, faculty, staff, and external constituents.

·       Capacity to be a team player and maintain appropriate relationships with co-workers.

·       Ability to tend to details in every aspect of the job using strong organizational skills.

·       Ability to input and keep accurate data and records ensuring the reliability and completeness of information.

·       Ability to prioritize duties and meet deadlines under pressure.

·       Have a common grasp of English grammar and an ability to create clear and professional documents and reports.

·       Ability to carry out instructions given by the Registrar.

·       Strong customer service, both for external and internal customers to the Records Office.

Required Personal Skills

·       Capable of maintaining confidentiality of university records.

·       Ability to exercise judgment by making rational and appropriate decisions.

·       Ability to act with integrity and honesty at all times.

·       Ability to treat all coworkers and students with respect.

·       Willingness to promote a Christ-like atmosphere in ethical, moral, and professional behavior in the office environment.

·       Offer a friendly demeanor with an attitude of service to others.

·       Interested in self-improvement and willingness to learn new skills.

·       Ability to accept and respond to constructive criticism, guidance, and suggestions.

Education Qualifications:

 Bachelor's degree preferred

2-5 years of experience in an office setting

 

Job Summary

·       Personal assistant to the Registrar

·       Assist the Registrar with projects, as requested

·       Attend and document meetings as requested by Registrar

·       Attend trainings with the Registrar, as needed

·       Operate as contact person in Records as it relates to workload assignments to be discussed with Registrar

·       Preparing documents; filing electronically and in paper

·       Disseminate information across campus as needed, in the form of emails, memos, letters, and communications management (electronic emails sent from SIS Colleague)

     General Office Tasks

 

·        Answer phones

·        Assist students and faculty in problem-solving

·        Oversee equipment maintenance (e.g., copier, postage machine, fax machine)

·        Order postage

·        Purchase office supplies

·        Maintain soft drink supply and replenish

·        In absence of student workers, open and distribute mail twice daily

·        Along with the Registrar, assist in coordinating campus registration activities such as fall and spring campus registrations,  summer Early Class Selection, Summer Honors Early Class Selection, and New Student Orientation

·        Coordinate office events, such as student worker appreciation, meal meetings, birthdays, Christmas party, special events

     Registration Assistance

·        Make student schedule changes as needed (adds/drops/withdrawals)

·        Assist students with online registration in Student Planning

·        Registration planning for fall and spring campus registration setups (including planning food, contacting and training registration staff, computer/equipment layouts, physical plant layouts, hanging signage)

·        Registration setups (including signs, charts, 2 sets of layouts - Visio layouts of university buildings for event setup for each room, etc.)

·        Registrations of students @ international schools

·        Assist Records staff during peak times with keying transfer work, schedule revisions, block registration , service learning credits, Encore, Dual regulations, etc. as needed

·        Process Encore and dual-enrolled registrations

·        Miscellaneous academic records and registration activity in our SIS, Colleague

·        Inventory signs and easels at registration tear-downs

     Academic Records

·        Research and update academic records as needed

·        Oversee quality control of scanning; check all scanned documents daily

·        Enter grades and process grade changes, as needed

·        Change addresses of current students

·        Miscellaneous academic records activity in our SIS/Colleague, scanned vault, and physical vault.

 Budget

·       Process purchase orders and requisitions

·       Maintain petty cash

·       Maintain department financial records

·       Inventory materials and office supplies

·       Maintain student worker budget

Location: 
cleveland, TN 37320
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