Administrative Assistant for the Registrar

1 week ago


Jacksonville, United States Edward Waters College Full time

PURPOSE The Office of the Registrar serves students and the campus community by providing quality service that facilitates enrollment, retention, and degree completion while maintaining accurate academic records. We are also responsible for processing transfer credit, and maintaining articulation agreements with other institutions. Additionally, the Office of the Registrar maintains academic records, prepares transcripts and diplomas, and reviews petitions for exceptions to University Policy. We seek an exceptional individual to join our team as the Transfer Credit Evaluator (Evaluator I). The ideal candidate for this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to diversity, openness, flexibility, integrity, and kindness. Under the guidance of the Registrar/Associate Registrar, the Administrative Specialist serves as an initial contact for visitors, callers, and emails. They cheerfully greet visitors in the Registrar's Office and field phone calls and emails. They answer inquiries directly and/or refer callers, emails, and visitors to other offices and colleagues. The Administrative Specialist collaborates with all on-campus departments that include but are not limited to Admissions, Academic Affairs, Financial Aid, Advisement & Retention team along with other various projects, uses all computer systems, and adheres to applicable policies, processes, practices, and guidelines to serve applicants, prospects, callers, emails, visitors, and colleagues effectively, accurately and efficiently. This role includes processing a large volume of data entry requests and tracking daily, which calls for processing transcripts, withdrawal updates, entry of class schedules, and monitoring of multiple emails. They perform various functions to field inquiries made in person or to the main email or phone lines and to aid internal and external customers visiting and enrolling at Edward Waters University. ESSENTIAL JOB FUNCTIONS

Greet visitors; answer and/or transfer incoming calls received on the Registrar's Office phone lines; track contacts and visitors; distribute and respond to emails; serve as a host for visitors such as walk-ins for self-guided various requests.
Assists everyone with specific and general questions concerning any aspect of the Registrar's Office, including individual student scenario questions.
Provide, encourage, and ensure exemplary customer service, across all delivery methods, as well as the accurate and efficient use of computer systems and technology in processing, evaluating, decision-making, imaging, recruiting/marketing, communicating, and reporting.
Perform various administrative activities, such as making copies, building binders/files, couriering mail, picking, up items, gathering materials, opening and processing mail, scanning and indexing documents, preparing and delivering communications, making calls, arranging rooms for meetings, arranging mail for deliveries, processing orders and invoices, performing data and document processing and imaging, and more.
Perform various data entry, integrity, imaging, and analysis functions, efficiently and accurately, according to applicable training, documents, and guidelines.
Assist with campus events and programs.

ADDITIONAL DUTIES AND RESPONSIBILITIES

Exhibits student-centeredness in the performance of all job duties.
Treats all others with respect; understands the impact of culture/background on the behavior of others; respects differences among the Edward Waters College institutional culture and demonstrates inclusive behavior.
Anticipates, listens to, understands, and responds to customer needs. Delivers work products and services to customers in a way that reflects positively upon the department and the University.

REQUIRED QUALIFICATIONS Education, Training, and/or Experience

High School Diploma or GED.
At least 2 years of direct customer service experience, using all modes of communication.

Knowledge, Skills, Abilities and Personal Characteristics

Able to perform duties independently with general supervision.
Must be able to type 45 WPM
Operate multi-line phone system and fax machine.
Ability to work and communicate effectively in a fast-paced, dynamic, and diverse work environment.
Demonstrate effective, professional oral and written communication skills and interpersonal skills.
Strong attention to detail, responsiveness, and student and collegial service.
Ability to build positive relationships with all constituents and colleagues.
Ability to operate standard office equipment and follow office procedures.
Able to accurately and efficiently use related computer software, spreadsheets, databases, and technology to enter data, track and update information, engage students, and work effectively and professionally with colleagues and all constituents.
Able to effectively organize work, manage interruptions and multiple projects, engage in a variety of tasks simultaneously, and consistently meet deadlines.
Availability to work some weekends, mornings, and/or evenings is required."



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