Administrative Assistant I - Registration & Records - FT

Under the general direction and supervision of the Administrative Director, Registration & Records and the Associate Director, the Administrative Assistant I provides support for the Registration and Records Office. This includes operating a computer, copy machine, fax machine, telephone, multi-line switchboard, document imaging system, and other equipment as necessary. Serves as a member of the registration team, prepares reports, maintains student records (both paper and imaged), processes and distributes transcripts, and assists students. This is a full-time regular position. The usual work hours for this position are 9:00 a.m. to 6:00 p.m., Monday through Thursday, and 8:00 a.m. to 5:00 p.m. Friday, requiring a 40-hour workweek.

Southeast Community College offers competitive compensation and a robust benefits package, including, but not limited to: medical/dental insurance, 403(b) retirement with College matching contribution, vision insurance, flexible spending account, and tuition reimbursement. Southeast Community College also offers extensive leave plans. In addition, Southeast Community College makes available to all full-time employees the use of "Ben Dollars" (cash-in-lieu potential for certain coverage levels) to cover medical and dental premiums.

Essential Functions

Provide Customer Service for the Registration/Records Office

Communicate daily, both orally and in writing, with students, campus personnel, instructional staff, and other organization personnel. Communicate with the supervisor in a timely, factual, clear, concise, and meaningful manner. Answer questions from prospective, current, and former students and the general public as related to records and registration. Direct other inquiries to the appropriate office.

Prepare, copy, and distribute printed materials.

Examples of printed materials are student schedules, transcripts, reports, minutes, and other items related to Registration and Records.

Prepare and Maintain Academic Transcripts

Process transcript requests for current and former students. This includes locating student records and the reproduction of student transcripts via the student information system, photocopy, or digital records. Maintain the integrity of student academic records by verifying, updating, and correcting all information as directed.

Data Entry

Register students for courses and process drop/add forms. Maintain student demographics by correcting and/or updating address changes, name changes, program changes, entry dates, and all other information related to student records.

Image Student Files

Scan documents into student files in the imaging system. Organize student files and prepare them for imaging. Use scanning equipment to image and index documents. Verify the integrity of the information. Retrieve documents from the imaging system for students and staff.

Operate Office Machines

Operate personal computer including printer, telephone equipment with voicemail and automatic call distribution system, copier, fax machine, document imaging system, and other equipment as assigned. Software usage includes Microsoft Office, document imaging and retrieval software, Microsoft Outlook.

Work independently

Work independently with little or no supervision at times. Solve problems and provide direction.

Training staff

Provide general training and direction as assigned.

Promote/Support Diversity, Inclusion, Equity, and Access

• Work toward creating a welcoming, inclusive, equitable, and productive work and learning environment, where all students, faculty members, and college employees are valued and may contribute to their full potential, regardless of their differences.

• Make concerted efforts to implement accessible and inclusive practices and processes aimed at creating a diverse and equitable learning and work environment.

• Commit to fostering and maintaining a safe environment of respect and inclusion for students, employees, and members of the community.

• Promote and support the College's policies and programming related to access, fair employment, EEO, equity, inclusion, and diversity.

Marginal Functions

• Provide orientation and training to others, as assigned.

• Participates in selected staff and professional development activities.

• Perform other related duties within division/program as assigned.

• May be required to perform associated duties, functions, or assignments in other divisions/programs/areas as required.

• Perform other College functions and duties as assigned.

• Must be able to work varied days, hours, shifts, locations, and campuses as required. Work schedule (hours/days/work location) are scheduled by Southeast Community College based upon the needs of the College. Work hours, shifts, days and work locations may vary depending upon the needs of Southeast Community College and subject to modification. Emergency or scheduled special activities may require hours outside of the regular workweek.

Required Knowledge, Skills, and Abilities

• Ability to work at a desk for extended periods of time, continuously for 2-4 hours and up to 8 hours.

• Skill and ability to accurately meet multiple demands and deadlines.

• Ability to work and communicate with a diverse group of students, staff, and the public. Skill and ability using business communication and etiquette.

• Knowledge of and experience in operating a personal computer, database, and spreadsheet software functions.

• Ability to work as a productive member of a division team using the established practices, procedures, and policies of the college and directives of the supervisor.

• Knowledge of and experience in basic math and English.

• Ability to type, use a telephone and voicemail, transport supply items and mail, occasionally lift and carry up to fifty (50) pounds for short distances, and possess mobility within the division and campus.

• Ability to communicate effectively both in writing, in person, and on the phone.

• The individual must possess the above skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Minimum Qualifications

• High School graduate or GED.

• Minimum of two (2) years' data entry/clerical experience or one (1) year office experience plus one (1) year of related course work or data entry training.

Desired Qualifications

• AAS degree in Office Professional, Business Administration, Computer Information Technology or related field.

Salary

$16.22 per hour

Southeast Community College makes available to all full-time employees the use of "Ben Dollars" (cash-in-lieu potential for certain coverage levels) to cover medical and dental premiums.