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Title: Senior Administrative Assistant

Division: Provost's Office

Department: Registrar's Office

FLSA Status: Non-Exempt

Salary Range: Grade 5: $13.63/hour

EEO Job Group: 5 E6

Position Summary

Provide administrative support to the Registrar’s Office, specifically policies and procedures relating to pre-registration, registration (including special populations), change of status and grading, graduation application and degree conferral processes, and administrative appeals, as well as the routine maintenance of student records.

Duties/Responsibilities 

• Supervise and coordinate pre-registration and registration processing which includes the dissemination of materials and information to all schools.
  
  
• Assist the Registrar with processing student drops due to missing pre-requisite courses. Also assist the Registrar with special processing of online programs.
  
  
• Aid the Assistant Registrar with processing mid-term, non-attendance withdrawals, progress reports, and academic dismissals.
  
  
• Distribute information regarding important deadlines and instructions, including early alert, progress report, and final grading to all faculty/staff.
  
  
• Contact each academic unit and update Registrar’s Office contact list. Communicate changes to Human Resources department each semester.
  
  
• Coordinate and process registration for special groups such as Intensive English Program students and other special populations.
  
  
• Synchronize all information regarding College Achievement Program. Determine eligibility for registration and readmit students as required. Supervise the registration of CAP students, and report issues back to the CAP Administrative Associate.
  
  
• Process overload requests from instructors/advisors.
  
  
• Coordinate and supervise alternate PINs for students given special permission to register early; notify group sponsors of important deadlines and ensure deadlines are met; use COGNOS reports to verify that PINs are entered correctly and work with IT to input PINs into software.
  
  
• Work with University Honors program to update student’s official transcripts to reflect honors credit earned.
  
  
• Develop and administer calendar of drop add/dates including the refund schedule for each term.
  
  
• Process and monitor student requests for Change of Academic Program and Change of Status forms. Communicate with students and faculty/staff to resolve any issues that arise (for example, incomplete/incorrect forms and/or invalid degree combinations).
  
  
• Supervise and edit academic record updates by monitoring COGNOS reports for invalid data and correcting issues as required. Process exception situations such as administrative appeals, absence reports, medical withdrawals, and administrative withdrawals as requested by the Provost’s Office and/or Enrollment Management. Communicate changes to necessary offices, such as Bursar and/or Student Financial Assistance.
  
  
• Update student records, residency status, and student attributes as requested by the Office of Undergraduate Admission and Graduate Admissions.
  
  
• Drop students for denial of Financial Aid appeal as required by Student Financial Assistance.
  
  
  
• Provide support to the Assistant Registrar with creating letters and/or postcards to students regarding registration, Change of Status forms, and change of residency status.
  
  
• Work with Assistant Registrar to create and update the Registrar Office Calendar each semester. Monitor the calendar to ensure important office tasks are completed on time.
  
  
• Assist other office staff with various projects during peak times.
  
  
• Perform scanning and indexing of various registrar related documents and verify the accuracy of documents once they have been scanned.
  
  
• Provide clerical support for the office, which includes: answering phone, helping office visitors, processing any registration related paperwork as needed. Represent the Registrar’s Office at the annual Graduation Fair and/or Welcome Week activities as needed.
  
  
• Assist Assistant Registrar with Graduation Application and Degree Conferral processes as needed.
  
  
• 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.
  
  
• Supervise assigned student workers and temporary employees and train all student workers and temporary employees processes as required.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma/GED required.
  
  
• Two years university work experience with responsibility for registration and grade processing or two years college coursework or an equivalent combination of education and experience preferred.
  
  
• Strong interpersonal, organizational and time management skills required.
  
  
• Strong customer services skills required.
  
  
• Strong attention to detail and the ability to multi-task required
  
  
• Demonstrated knowledge of personal computers including word processing and spreadsheet software required.
  
  
• Ability to assume responsibilities, work under limited supervision, and complete projects by stated deadlines.
  
  
• Ability to maintain confidentiality required.

Functional Requirements

• Remaining in a stationary position at a desk or work station for extended periods of time (the majority of the work day) for the majority of assigned duties.
  
  
• The use of computers and computer systems (hardware and software) to set up functions, enter data and process information. Uses computer-generated reports to extract and process information.
  
  
• Physical access to other workstations and other departments, and meeting rooms as required for events, meetings, and training purposes.
  
  
• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations such as when handling complaints from students, staff and/or faculty, or members of the community who might apply for jobs.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday, 8:00 am to 4:30 pm.
  
  
• Occasional overtime may be required.

About USI          

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position 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, 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.

• Cover Letter
• 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