Registrar / Administrative Assistant

Job Title:        Registrar / Administrative Assistant

Reports To:    Director of Educational Services

Contract:        12-month

Benefits:        Employee Health, Dental and Life Insurance; Sick, Annual and Personal Leave; 100% Paid Teachers' Retirement; $1,800 Flex Benefit

Salary:           Based on qualifications and experience
                                                                                                                                         

SUMMARY: Provide administrative support for Educational Services at Eastern Oklahoma County Technology Center in accordance with the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

Serve as the primary point of contact for incoming telephone calls; provide information, take messages, or transfer calls as needed.

Manage, monitor and maintain current and archived student records, including class files, rosters, grades and other documentation necessary for recordkeeping purposes.

Set up classes, generate reports and input student information using the student accounting software, Achademix.

Ensure data accuracy for accountability, funding and compliance documentation.

Maintain Achademix and address system issues as they arise.

Maintain FERPA compliance and ensure confidentiality of all student records and student/instructor interactions.

Develop and maintain good working relationships with partner school Administrative Assistants and Counselors; coordinate with sending schools to verify student information.

Assist Student Advisors with the partner school Counselor’s Breakfast and assist the Executive Director with the partner school Principal’s Meeting, including sending invitations, creating the agenda and taking minutes during the meeting.

Answer questions from staff, students and visitors regarding paperwork, process and student related information.

Assist staff and students encountering problems or direct to another employee to resolve the matter.

Assist with preparation of mail outs, copying correspondence and producing other printed materials as needed.

Maintain the enrollment spreadsheet to include Next Step, Adult, Highschool and Explore student enrollments.

Schedule meetings and classes as needed.

Prepare and submit required reports to the Oklahoma Department of Career Tech Education.

Assist the Director of Educational Services with on-campus events; work collaboratively with the Administration Executive Assistant and the Hospitality Coordinator.

Assist with college credit enrollment to include the completion of academic contracts, additional paperwork, filing and correspondence.

Assist with college grade retrieval from EOC Tech instructors.

Cross-train with Receptionist.

Cross-train with Financial Aid Coordinator/College Connection Coordinator regarding financial aid paperwork, deadlines and disbursements.

Maintain the department calendar of program events and add appropriate events to the campus calendar.

Assist with making student identification badges.

Prepare letters to include acceptance and waitlist letters to high school, adult and home-schooled students, as well as insurance and other agency verification letters.

Prepare Professional Enhancement award letters and develop a list of EOC completers and award recipients to be disseminated to partner school counselors.

Assist with testing and other related tasks for the Career Resource Center.

Serve as primary contact for student record requests, transcript processing and enrollment inquiries.

Support graduation and award ceremonies by verifying program completion and making all certificates for completers and award recipients.

Maintain weekly schedules for office personnel in defined areas including the weekly Instructor/Educational Services bulletin.
Complete drop / update forms.

Assist with the student refund process to include completing a refund request form and inputting necessary information into Achademix to finalize the refund.

Promote a positive and professional environment for both external customers and co-workers.

Reserve rooms and vehicles using the LeaveScheduler software.

Perform special projects as assigned.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability requires. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: High school diploma or general education degree (GED); or six months related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other Skills and Abilities: Ability to type, understanding & use of a computer and calculator. Knowledgeable of Microsoft Office and Database Management.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

The noise level in the work environment is usually moderate.

Salary : $36,522 - $44,602