OVERVIEW: The Administrative Assistant/ Registrar works closely with the Campus President to perform a variety of administrative and clerical duties necessary to run the Campus efficiently. The Administrative Assistant/ Registrar builds and schedules the academic programs and educational services delivered at the campus level. The Registrar also maintains all student transcripts and academic records. To meet this end, the Administrative Assistant/ Registrar must work closely with the Dean and the rest of the campus staff.

BUSINESS CONTRIBUTION: The Administrative Assistant/Registrar performs complex secretarial and administrative duties in support of the Campus President, and assists in the coordination of general office functions. The Administrative Assistant/Registrar is responsible for scheduling educational programs and maintaining records. This is accomplished through:

• Responsible for coordinating and facilitating meetings
• Oversees the administration of the Campus President's office
• Monitors progress of internal and Campus-wide projects
• Screens calls and visitors to the Campus President's office
• Performs confidential secretarial duties relating to student or personnel documentation
• Building and maintaining student course/program schedules for the campus
• Vetting student transcripts and admissions documentation
• Maintaining accurate paper and electronic student files and official documentation

ESSENTIAL FUNCTIONS:

Responsible for coordinating and facilitating meetings

• Coordinates and attends meetings as appropriate.
• Arranges meetings, conferences, special events, and luncheons for the Campus President.
• Prepares necessary material for meetings.
• Prepares and distributes meeting minutes.
• Assist with making travel arrangements, when necessary.
• Manages the Campus President calendar of events.
• Assists with scheduling and planning.

Oversees the administration of the Campus President's office and is responsible for transcripts for both incoming and graduated students.

• Responsible for creating memorandums and other forms of communication for staff distribution.
• Assists with new hire processing and electronic onboarding.
• Monitor and tracking employees time in the time-keeping system.
• Acts as a liaison between Campus and Human Resource Department.
• Assists with scheduling and planning.

Incoming Students

• Determine need for transcripts of incoming students (high school/college)
• Request or work with student prospects to acquire transcripts
• Research and evaluate degree granting institutions for legitimacy
• Conduct background checks when required
• Review entrance requirements
• Evaluate proof of identity
• Make preliminary determination for acceptance and forward to Dean
• Meet with students to resolve documentation issues
• Review consent-release forms

Graduated Students

• Maintain Southeastern College transcript records and graduate files
• Review student/graduate requests
• Clear requests with Bursar

Scheduling and Registration:

The Registrar oversees the process of academic scheduling for the campus. To accomplish this, the Registrar must:

• Build classes in the C2K system according to Campus Wheel (master scheduling document)
• Meet with students – determine scheduling issues and any accommodations
• Create general education and program schedules for individual students
  • Review program wheels
  • Assess student general education requirements
  • Assess any student transfer credits
  • Assess student status in program wheel
• Schedule re-entries
• Monitor and reconcile drops/withdrawals
• Distribute admit/drop slips to faculty
• Monitor international students (status) on monthly basis

Monitors progress of internal and Campus-wide projects

• Ensures deadlines are met and enforced.
• Reviews and tracks completed tasks.
• Assists with the implementation of projects.

Screens calls and visitors to the Campus President's office

• Answers all calls forwarded.
• Greets visitors with a pleasant and professional demeanor.
• Conducts research and responds to request for information.
• Routinely responds to complaints and ensure they are addressed by Campus President.

Performs confidential administrative duties and Faculty/Student Progress Management

• Maintains confidential and sensitive information.
• Provides support as required to problem solve and discuss concerns.
• Prepare and print rosters daily and distribute to faculty
• Distribute change of status notifications to Faculty
• Collect and input attendance daily into C2K system (or twice daily depending on campus size)
• Student course/faculty evaluations: build, proctor, and input course evaluation surveys
• Input pre-post test scores for each course
• Input final course grades and grade changes
• Post final grades
• Review serious student concerns/complaints

PHYSICAL DEMANDS:

The employee may occasionally lift and/or move up to 25 pounds. The employee may be required to stand or sit for long periods of time. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

Professional office setting; controlled indoor climate; noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LOCATION:

This position is an onsite position located at your campus unless otherwise determined by the Chancellor and/or designee. Any changes must be reviewed by the Campus President and all final approvals must come from the Chancellor and/or designee.

BENEFITS

• 401(k)
• 401(k) matching
• Dental Insurance
• Health Insurance
• Vision Insurance
• Paid time off