Administrative Associate (Registrar's Office)

Title:Administrative Associate (Registrar's Office)

Division: Provost's Office

Department: Registrar's Office

FLSA Status:Non-Exempt

Salary Range:Grade 6: $14.56/hour

EEO Job Group:5 E5

Position Summary

Provide administrative support in a wide range of records/registration related areas under the limited supervision of the Assistant Registrar and the Associate Registrar.

Duties/Responsibilities

• Coordinate and process degree audits and formal applications for graduation; calculate commencement and graduation honors; verify students' eligibility for graduation and award degrees once Registrar confirms eligibility.
  
  
• Work closely with external and/or internal vendor to process the printing of all academic diplomas (including duplicate diplomas ordered through Parchment). Double-check all diplomas for accuracy.
  
  
• Pull COGNOS reports to monitor diploma mailing addresses and mail diplomas as requested by students.
  
  
• Assist Associate Registrar in preparation, set-up and tear-down for all commencement ceremonies; be available to answer questions and resolve problems during graduate staging prior to ceremonies (five ceremonies each spring term and two ceremonies each fall). Work closely with the Office of Special Events to edit/proof the Commencement program and numerous mailings to graduates to ensure accuracy of information.
  
  
• Work with Assistant Registrar to maintain a database of graduate statistics including number of graduates, double majors, double degree candidates, and commencement and graduation honors; process COGNOS reports to update commencement books with this information after each term and check reports for accuracy.
  
  
• Work with various internal and external entities and agencies to investigate equipment purchase, repair, or other items requiring large budgetary expenditures or involving procedural complexity.
  
  
• Assist Assistant Registrar with recruiting, hiring, training, and evaluating student employees.
  
  
• Supervise student employees on a daily basis, providing feedback to the Assistant Registrar regarding work performance and make recommendations to reach optimal performance.
  
  
• Coordinate office supply and blank form orders. Work with the Procurement office and various external vendors to determine the most effective and efficient use of scarce budget dollars to obtain optimal results.
  
  
• Assist students with updating academic record information for change of name, course repeat, and deceased students etc.
  
  
• Process Pass/No Pass forms as requested by students.
  
  
• Monitor Incomplete Grades from past terms and notify instructors of pending expirations. Process Incomplete Grade Changes and extension once instructors complete necessary paperwork.
  Counsel students, faculty, and staff concerning academic policies as they relate to the academic record files and graduation requirements.
  
  
• Assist other office staff with various projects during peak times.
  
  Provide clerical support to the office, includes: answering phone, helping office visitors, processing any registration related
• paperwork as needed.
  
  
• Complete special projects and provide special reports regarding graduates, courses, curriculum or degrees.
  
  
• Serve as an interviewer with students, parents, faculty, staff, and others as per Public Law 93-380, Family Educational Rights and Privacy Act of 1974.
  
  
• Perform various administrative support duties within the Registrar's area of responsibility.
  
  
• Perform scanning and indexing of all graduation paperwork and verify the accuracy of documents once they have been scanned.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• Associate degree or two years office experience required. An equivalent combination of education and experience may be considered.
  
  
• Must act as a team leader on various office projects by involving and motivating co-workers and student employees.
  
  
• Must identify problems, analyze impact of various alternative solutions, and recommend appropriate adjustments/exceptions.
  
  
• Knowledge and experience with computers including knowledge of word processing, spreadsheet, and electronic mail software required.
  
  
• Must possess excellent interpersonal, organizational, communication, and time management skills.
  
  
• Must be able to assume responsibilities and work under limited supervision.
  
  
• Must be able to work effectively with the diverse needs and requests of students, faculty, co-workers, and external agencies.
  
  
• Demonstrated ability to exercise discretion in decision-making and use sound judgment in interpreting guidelines/policies and applying them to non-routine situations.
  
  
• Must be highly organized and detail oriented. Must show ingenuity in solving problems.

Preferred Knowledge and Skills

• Previous experience working in a Registrar's Office is preferred.

Functional Requirements

• Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties.
  
  
• Physical access to other workstations, other departments and meeting rooms throughout campus as required for coordination, oversight and meetings.
  
  
• Ability to use computers and computer systems (hardware and software) to set up functions, enter data, to retrieve and process information and to create documents. Ability to retrieve information from written documents and from computer-generated reports.
  
  
• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations such as when handling complaints.

Regular Work Hours/Travel Requirements

• Regular work hours are Monday through Friday, 8:00 am to 4:30 pm. Regular attendance is required.
  
  
• Occasional irregular or extended hours may be necessary during peak periods of the year.

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for thisposition include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year - accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities