What are the responsibilities and job description for the Registrar Assistant position at Palm Beach Atlantic University?
SUMMARY
In support of the university’s mission and objectives, the Registrar Assistant serves as the first point of contact in the Registrar’s office, assists students with course registration, and processes documents efficiently. This role includes managing student records, handling inquiries, and supporting Registrar events and functions. This position also provides backup support to ensure smooth office operations.
Customer Service
- Greets and welcomes those entering the office in a friendly manner and provides answers or assistance as needed.
- Promptly answers Registrar main phoneline, screens and routes calls as needed, and returns missed calls daily.
- Directs students to the appropriate colleague for appointments or assistance.
- Answers general questions regarding policies and procedures.
- Accesses student data to provide initial assistance in answering questions.
- Addresses registration-related inquiries, conflicts, and issues promptly and effectively, collaborating with relevant stakeholders to find solutions.
- Assists in entering student registration information into the university's registration system, ensuring completeness and accuracy of course selections, class times, and instructor assignments.
- Maintains detailed records of student registration activity, correspondence, and student withdrawal decisions for future reference and reporting purposes.
- Manages e-mails in the Registrar inbox.
- Assists the Registrar with supply orders, departmental requisitions, work orders, and purchasing reconciliation.
Document Processing
- Manages incoming and outgoing mail and assists with the packaging and mailing of diplomas.
- Distributes academic forms received to the appropriate colleague(s) and assists with processing forms, as needed.
- Maintains student academic records and files, scans and indexes paper documents.
Support Registrar Functions
- Assists with Commencement and other Registrar’s Office events.
- Cross-trains with other staff in the Registrar’s Office.
- Provides backup support for the Registrar team.
- Other duties as assigned.
EDUCATION
Post high school training required; bachelor’s degree preferred, or equivalent experience.
EXPERIENCE
1 years’ experience in higher education, academic operations, or student services, preferred.
ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)
- Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
- Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
- Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
- Adaptable/Flexibility – Ability to change or adjust to change.
- Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
- Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
- Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
- Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
- Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
- Problem-solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
- Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
- Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results.
- Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
- Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
ADDITIONAL REQUIREMENTS
- Ability to work non-routine hours during certain times of the year.
- Ability to sit for prolonged periods of time.
- Ability to lift/move objects up to 25 pounds.