Administrative Assistant, Office Registrar & Academic Records

Overview

The Administrative Assistant helps ensure the Office of the Registrar and Academic Records (ORAR) fulfills its purpose by providing administrative support to the registrar and functional area leadership, managing office operations and budget processes, assisting with human resources processes and developing staff capacities, and helping coordinate internal and external communications.

• Supporting the Registrar &
  
  Functional Area
  
  Leadership:
  • Preparing and distributing meeting agendas, minutes, and reports for registrar, ORAR functional leadership, and various groups and committees as assigned.
  • Assisting with tasks and transactions that help the office meet service goals.
  • Upholding and communicating FERPA and other college policies.
• Assisting with HR Functions & Developing Staff Capacities:
  • Updating job descriptions and maintaining personnel files.
  • Posting positions and navigating HR (People and Workplace Culture) systems.
  • Supporting supervisors and committees with recruitment and selection.
  • Assisting with onboarding and milestone celebrations.
  • Processing personnel actions and payroll functions.
  • Providing and/or coordinating training and coaching for staff to develop strong skills in customer service; understanding and using office technology (Microsoft Office, Ring Central, Banner, Etrieve, etc.), policies, and processes; team building; and problem solving and continuous improvement.
• Managing Office Operations & Budget Processes:
  • Administering institutional purchasing policies and processes.
  • Maintaining office-wide process calendar(s).
  • Maintaining inventories of office supplies, equipment, and related services.
  • Arranging travel for conferences.
  • Assisting with budget preparation and record keeping.
• Internal & External Communications:
  • Publishing annual reports.
  • Contributing to newsletters in other departments.
  • Maintaining departmental website.
  • Promoting registration, graduation, and other activities as appropriate.
  • Providing student, staff, and faculty-based training and support messaging.
  • Assisting with ticketing and communication with software vendors and departments to resolve issues and ensure optimal system functionality.
  • Other duties as assigned.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access) and college platforms (Banner, Degree Works, Canvas).
• Demonstrated experience with budget management, contract workflows, and personnel tracking.
• Ability to foster a positive and supportive office culture.
• Demonstrated emotional intelligence, discretion, and approachability in handling sensitive matters.
• Enthusiastic team player who contributes to morale and community-building.
• Excellent communication, organizational, and critical thinking skills.
• Ability to work with confidential information and exercise sound judgment.
• Familiarity with FERPA regulations and higher education compliance.
• Ability to work collaboratively across departments and support varied populations of students, faculty, and staff.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

• Associate’s degree or two years post high school.
• One (1) to four (4) years of related full-time administrative or secretarial experience.

• Bachelor’s degree.
• Experience in a complex, fast-paced higher education environment.
• Prior experience as a first point of contact or in front-line student support capacity.