Administrative Assistant I / Registrar

Campus Title:

Administrative Assistant I / Registrar

State Job Title:

Administrative Assistant I

Department:

Registrar's Office

Job Code:

H15X01

FLSA Status:

Non-Exempt

Funding:

7107-0029

Bargaining Unit:

AFSCME

Job Type:

Full-time Permanent

Timeframe:

52 Weeks

Shift:

Monday-Friday 8:30am-4:30pm

Regular Days Off:

Saturday and Sunday

Supervision Received:

Receives direct supervision from Associate Registrar.

Supervision Exercised:

None

Salary:

$2,068.94 Bi-Weekly

General Statement of Duties:

The Administrative Assistant I supports the functioning of the WSU Registrar's Office by ensuring the accuracy of all aspects of assigned undergraduate student record information and providing a high level of professional service. This position's responsibilities will include, but not limited to student record personal and academic information changes; produces academic transcripts and enrollment verification documents; assists with semester and off-cycle course registrations; assists with grading, withdrawals, course repeats; prepares student files for graduation. Participates in events such as commencements and other Registrar and campus functions, responds to phone calls and to front desk questions. Ability to run and comprehend myriad of data reports to isolate, repair or report errant information; ability learn new software as needed; able to recognize and understand student requirements regarding a diverse population of full-time, part-time, and online students; Work collaboratively within a team of colleagues sharing varied assignments in support of accurate student record data and excellent student service.

Duties and Responsibilities:

Duties include but not limited to:

Essential:

• Assists in supporting the accuracy of the undergraduate student record, academic transcripts; including timely changes to names, and all other requirements to reflect complete and accurate student record information in Banner, transcripts, and student files.
• Primary coverage for front desk and weekly email rotation. Assists students, faculty, advisors, and colleagues by providing timely, clear, and accurate responses in-person, phone, or email.
• Assists with the registration process for new first years and transfers as needed. Contacts students who have missing proof of residency forms, final transcripts and maintains registration holds accordingly.
• File management of student academic records. Perform file review for active, withdrawn, and graduated students each semester.
• Assist with in-person registration during add/drop, transfer registration and other registration events, as required throughout the year. Follow all academic and software restrictions; registering students into appropriate coursework and guiding students to advising as needed.
• Assists with semester and off-cycle grading as assigned, to include assisting faculty with grade submission, processing course withdrawals and course repeats. Works to resolve errant grading issues and missing grades.
• Produce and monitor the production of academic transcripts; produce enrollment and graduation verification requests. Processing money transactions and deposits.
• Able to use data reports from National Student Clearinghouse to verify that transcript requests are processed in a timely and accurate fashion, attending to errant information as needed; composes letters and documentation to verify student enrollment and graduation status for students and outside agencies.
• Able to use current software, learn new software, and be flexible within the application of multiple software systems and data reporting systems such as, but not limited to Banner, DegreeWorks, and internal reports to prepare and verify accuracy of vital data fields within the student record. Isolate errant issues for correction, perform data quality checks on student records and make recommendations to Registrar regarding procedures, activities, and trends.
• Provides support in all office functions, including, but not limited to commencement ceremonies, open houses, student orientations, registration and all other campus events as requested.
• Required to uphold University integrity and ethical standards, policies, and procedures; follow standard recordkeeping procedures, including American Association of Collegiate Registrars and Admissions Officers' (AACRAO) and the provisions of FERPA and other legal issues relating to official academic records.
• Required to maintain University communications standard of respectful, professional, and service-oriented written and verbal exchanges in all interactions, at all times.
• Required to work with confidential material and sensitive matters with integrity, diplomacy, and discretion.
• Able to work independently on special projects as assigned and perform other duties as assigned.
• Other duties as required.

Job Requirements:

Qualifications Required at Hire:

• Ability to follow written and oral instructions in the English language.
• Ability to communicate effectively both orally and in writing.
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds; ability to deal tactfully with others.
• Knowledge of standard clerical and office practices, skill in operating standard office equipment.
• Ability to assemble items of information in accordance with established procedures; ability to determine proper format and procedure for assembling items of information.
• Ability to exercise sound judgment.
• Ability to monitor work processes, including planning processes and coordinating activities of multiple constituents.
• Ability to manage multiple tasks at one time.
• Ability to exercise discretion in handling confidential information.

Qualifications Acquired on Job:

• Thorough understanding of departmental policies and procedures.

Minimum Entrance Requirements:

Applicants must have at least two years of full-time or equivalent part-time experience in office management or any equivalent combination of the experience and the substitutions as listed in the state specifications.

License and/or Certification Requirements:

None

Additional Information:

Salary: Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage. Employee Benefits: Benefits are an important component of an employee's total compensation package. Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately. Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution. Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities. Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits. Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage. Disability Accommodations: Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) 572-8809 or visit us in the Horace Mann Building, 1st floor. Background Check: Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.