Administrative Assistant 4

Job Function

Performs and coordinates various duties that require analyzing facts and making minor operational decisions on a wide range of existing standards, processes and procedures with a certain degree of independence within the Office of Records and Registration.

Job Responsibilities

Performs administrative activities related to office procedures, including:

• compiling and maintaining reports and records of the activities relating to the Office of Records and Registration
• providing front-line counter and telephone service (ACD line) to students, staff or the public
• composing correspondence
• scanning correspondence and business documentation ensuring that materials are scanned to the proper folders within the Image Now system; expectation is that all materials are scanned within three business days of receipt
• operating standard office machines, technology products and other applications used in the office
• Process enrollment verifications
• Process MTA applications
• Process transfer credit
• Process grade change requests
• Process Student Update Forms
• Process information and/or transcript requests for the National Student Clearinghouse
• Process F1 student applications, issue I-20’s in the SEVIS system, maintain F1 visa student information and all other documentation needed for F1 students admitted to the college
• Verify and process graduation audits for each graduation cycle
• Print and mail diplomas
• Assist with all aspects of registration, including, but not limited to, credit and Workforce/Continuing Education programs
• Will be expected to learn and to run selected reports from Colleague and/or any other system used in the Office of Records & Registration
• Will be expected to learn and use all Microsoft Office 365 applications; respond as needed to all emails that are directed to the Office of Records and Registration ([email protected]) concerning questions, resetting of student passwords or problem email addresses; expectation is that all emails will be processed and problems resolved within one business day of receipt of email; will work in coordination with staff at both campus
• Resolve student complaints where empowered to do so by supervisor
• Coordinate office activities, programs and/or project proposals
• Assist the Director and Managers on special projects when needed
• Make minor operating decisions based on knowledge of the College organization, policies and personnel
• Perform responsibilities with limited supervision and takes most assignments from departmental managers, the Director of Records & Registration, or Registrar/Director of Enrollment Services
• Due to the nature of the work, must be highly organized
• Serve on committees as assigned

Qualifications

ASP Assessment Test. Three years related experience. One year experience may be waived when applicant holds an Associate’s degree.