"Administrative Support Specialist - Journey"

Administrative Support Specialist - Journey

Position Number: 944671

Full Time or Part Time: Full Time

Anticipated Recruitment Range:

Job Category: Staff - Office/Clerical

Organizational Unit Overview:

The Office of the Registrar is responsible for the integrity of student records for the university, the planning and execution of registration of students each semester, assignment of classroom space for classes and meetings, issuing grades, issuing transcripts, certification of degree requirements for students, mailing diplomas to graduates, and maintenance of a computerized student database.

Job Duties:

• 20% - Public Contact
  This position has contact with future and current students. Contact with staff members of academic departments concerning issues or problems that may require assistance. Public contact may take place on a walk in basis, phone, email, or printed mail correspondence from the above public contacts. On occasion, this position may be asked to assist in other functions, student outreach activities and desk coverage in other areas of the Office of the Registrar.
• 20% - Maintenance of Records
  As with any position attention to detail is critical. Students depend on their information being listed correctly in the official programs and on their diplomas. Accuracy of confidential records is of the utmost importance. This position is responsible for receiving and maintaining records of transfer articulation, as well as updating Banner tables.
• 20% - Electronic Files
  Electronic files shall be carefully stored and saved on the Pirate Drive to ensure security. All emails and electronic files shall be handled in compliance with the Office of the Registrars Code of Responsibility for Security and Confidentiality of Data policy. Student academic records should only be pulled if necessary each semester and summer sessions when an error if found in transfer work on an old record or questions arise concerning transfer credit. Senior summaries of students are kept by degree in order by date of receipt. The information obtained from these files are the requirements needed for students to complete degree requirements. Applications for graduation received from students are coded by degree, major, minor, concentration and option and keyed into the system. The applications are then filed in alphabetical order and degree order for the current semester.
• 15% - Submission of information
  This position has daily, weekly, monthly, and semester deadlines that must be met. All the forms received, checked, and processed must be completed and submitted to the appropriate person(s) or departments in a timely manner.
• 10% - Correspondence
  Careful attention shall be given to all correspondence via mail or email. This individual will proof all correspondence leaving this office area ensuring proper grammar, detail and office procedures are followed.
• 5% - Office Equipment
  Office Equipment Operation including dell desk top computer, calculator, fax machine, copier and shredding machine.
• 5% - Document Creation
  Mail shall be distributed by staff members and answered in a timely manner. This included email inquiries as well as traditional mail that is received. This individual will prepare letters to students and schools/departments explaining deficiencies in meeting graduation requirements. This may be sent via email or postal service.
• 5% - Maintain Contact
  Students, parents, faculty and staff will interact on a daily basis with this individual in person,, by phone and via email. Careful attention must be given to the manner in which contact is maintained focusing on a positive, pleasant demeanor with all of these groups. This individual shall remain professional at all times despite interactions with irate individuals and deal professionally with the problems as they arise.

Minimum Education/Experience:

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

License or Certification Required by Statute or Regulation:

None

Preferred Experience, Skills, Training/Education:

Knowledge of transfer admission policies and procedures. An understanding of transfer credit and articulation procedures. Ability to integrate an automated transfer credit system. Experience with the Banner system preferred.

Special Instructions to Applicant:

• Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write see resume on your application when completing the job duties section.
• If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
• Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
• Applicants must be currently authorized to work in the United States on a full-time basis.

Job Close Date: 1/23/2026

Open Until Filled: No

To apply, visit https://ecu.peopleadmin.com/postings/91011