00001451 - Support Professional, Student Records/Registrar (Office Manager)

This position serves as the Support Professional to the Registrar and as office manager of the Student Records/Registrar’s Office. This position assists the Registrar and Records Office on many levels, in many areas, and projects as they arise. Some of the main functions include performing exemplary customer service to all students, staff, and faculty; overseeing the departmental budget, office purchasing, meeting/team participation, agenda setting, effective note-taking and organization of office documents; processing of official transcripts and enrollment verifications, subpoena response processing, and many other duties.

Requisition ID:
Position Number: 00001451
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Registrar
Posting Opens: 
Posting Closes: 

ESSENTIAL FUNCTIONS

• Oversee/track/reconcile budget including collecting, submitting, and maintaining Procard file copies
• Process budget and fund transfers as requested by the Registrar
• Order office supplies
• Operate an efficient office and provide high-level, effective, reliable support to the Registrar and the department
• Assist Registrar with the documentation and communication of student records subpoena requests within assigned timeline
• Share daily internal and external customer service responsibilities with the support professionals in the Student Records Office including, but not limited to, walk-ins and phone coverage, email inquiry responses, assisting students and faculty with basic needs, and provide information regarding college policies and procedures.
• Provide a high level of customer service and use good judgement in handling sensitive or difficult people and situations with proven ability to work effectively with people of diverse ages, sexual orientation, and ethnic and socio-economic backgrounds
• Create and maintain Knowledge Base Articles for the department
• Create and organize process documents for office management functions
• Schedule meetings, develop agendas, and prepare and send meeting materials as requested
• Take effective meeting notes, accurately transcribe, distribute and organize accordingly
• Participant on unit leadership team, creating and implementing short- and long-range goals, objectives, policies, and operating procedures
• Participate as a member or leader on teams or committees as requested by or as mutually agreed upon with the Registrar
• Ensure transcript and enrollment verification requests are processed within allotted timelines
• Compile data from a variety of sources and create accurate summary reports as requested or required and take appropriate action
• Generate correspondence and respond and assist with the development of various departmental, public, or internal documents
• Maintain accurate records, files, and office activities in strict confidence
• Collaborate with internal and external constituents, i.e., College departments and other school/university systems, and/or community organizations to consolidate resources and/or enhance program design/alignment.
• Collaborate with other Registrar Department support professionals for daily internal and external customer service responsibilities including, but not limited to, walk-ins and phone coverage, email inquiry responses, and assisting students with basic needs and provide information regarding college policies and procedures. Other support professionals and staff of Student Records will share these responsibilities as needed.
• Maintain accurate records and files in compliance with federal privacy laws
• Expected to learn, be proficient and keep updated on Student Records and college policies in particular FERPA and the software applications used to perform these office tasks.
• Present a positive and professional image, utilizing the GRCC Service Excellence guidelines, to the students, visitors, department and college.
• Collaborate with other RJF First Floor support professionals as deemed necessary
• Other duties and special projects as assigned
• Contribute to a collegial work environment as part of a collaborative, team effort. Must be collegial, collaborative and possess a positive attitude.
• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
• Performs other related duties as assigned

JOB SPECIFICATIONS

Education Credentials

• Associate’s degree or comparable combination of relevant education and experience.

Work Experience

• Minimum of five (5) years or more of secretarial or administrative assisting experience required
• Two (2) years of experience in higher education administrative assisting preferred
• Comprehensive knowledge of state and federal laws affecting students and institutional student records College policies, procedures and regulations such as FERPA are highly desirable.

Skills

• Competency with computers – strong computer skills in Microsoft Office (Word, Excel, Access, PowerPoint, Visio), and other relevant software is required.
  Knowledge of or ability to learn PeopleSoft, ImageNow, and DegreeWorks.
• Must be proficient in verbal, written, and interpersonal communication skills with ability to detect and correct grammatical and spelling errors in written correspondence
• Excellent interpersonal, communications, research, and writing skills are required
• Ability to maintain highest level of confidentiality of records, information, and ethical standards
• Possess excellent organizational skills, ability to prioritize, and complete duties in a timely manner
• Ability to maintain files accurately in paper and in software programs
• Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.

Physical Demands

• Ability to sit for extended periods of time
• Ability to lift and move up to 25 pounds

Mental Demands

• Ability to perform daily routine and unexpected duties with minimum supervision
• Demonstrated organizational skills with attention to detail and accuracy
• Demonstrated innovative problem-solving abilities, able to exert initiative and resourcefulness
• Ability to work under pressure, meet deadline, work independently, possess mature judgement and be flexible in regards to interruptions

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website
• Willing to work a flexible schedule, some evening and weekend availability may be required, especially at the beginning and ending of each semester
• Ability to work in a high traffic, indoor environment
• Ability to work in a face-paced office with frequent interruptions