Administrative Assistant, Registrar's Office

Position Overview

Primary Function:

Position Appointment Details:

• Career Band: NE10
• Full-Time

Position Description

Typical Duties & Responsibilities:

• Accurately and expeditiously responds to in-person, telephone, and email inquiries concerning academic and administrative policies, procedures, and operations.
• Implements a wide array of academic and administrative policies and regulations.
• Manages the work-order system for the University Registrar’s Office, prioritizing and solving tickets when possible, assigning and escalating them to office colleagues when necessary, and referring them to other offices when appropriate.
• Works with other offices to ensure that cross-functional issue inquiries are resolved.
• Fulfills requests for letters of good standing, enrollment verifications, and assists with questions regarding replacement diplomas and other official academic and enrollment records.
• Assists with maintaining academic and biographic records of current students and alumni of the University in compliance with the Family Educational Rights and Privacy Act of 1974, as amended (FERPA). For example, sending transcripts to dioceses and the POSSE director, processing address/name change forms and declaration forms, updating advisor records, including but not limited to POSSE, Bonner, Canale, Carey, and Joint Degree advisors.
• Serves as a resource for students, faculty, and staff users of the offices’ sites and systems, including Banner Self-Service, Sewanee Online Degree Audit (SODA), and Parchment systems.
• Assists with a number of activities and processes related to commencement.
• Maintains a spreadsheet/shared Google sheet of transfer and study abroad course equivalencies given by the Senior Associate Registrar.
• Advises faculty and students generally regarding enrollment and registration procedures and anomalies.
• Assists with room scheduling for classes and events in the EMS system.
• Releases holds placed by the Office of the University Registrar when conditions are met.
• Assists with coordinating and communicating information sessions for University constituents regarding policies, procedures, practices, and/or software related to the position.
• Upholds and communicates University policies and standards.

• Networked computers, multi-function printers, single-function printers, scanners, and related peripherals

• Various administrative software (Banner, DegreeWorks, Slate, Zendesk, Accuity, etc.)

• Various desktop software (Microsoft Office suite, web browsers, etc.)

Personal Interaction/Communications:
Student Contact: Frequent interaction and communication with prospective, current, and former students; interrogating issues, answering questions, providing information, explaining policies and procedures.
Internal: (Operations Committee, Faculty, Administrative department heads)
Frequent interaction with faculty, deans, administrators, and staff members, interrogating issues, answering questions, providing information, explaining policies and procedures.
External: (Regents & Trustees, government officials or agencies, visitors, parents, other institutions, colleges, or companies, suppliers)
Regular interaction with external constituents, vendors, parents, and other institutions.

Attributes of a Successful Candidate

Education:
A bachelor’s degree is required, though a combination of education and relevant employment experience may substitute

Experience:
One to three years of work experience in a higher education setting is preferred, ideally in registration and records, advising, academic affairs, admissions, or student services.

Job-Related Skills:

• Written and oral communications; tact and diplomacy;
• Ability to maintain a high level of confidentiality;
• Ability to respond to multiple constituents with differing deadlines and diverse expectations;
• Word processing and spreadsheets;
• Ability to organize large and diverse amounts of information in printed and electronic formats;
• Ability to work independently; commitment to student growth and development

Supplemental Information

Confidential Information:
Student education records

Working Environment:
Moderately fast-paced and high-stakes office environment

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The University of the South, familiarly known as “Sewanee,” is home to a nationally recognized College of Arts and Sciences and a School of Theology. Sewanee is distinguished by its dedication to cultivate academic excellence, community values, and environmental stewardship that produces informed, self-aware, and participatory citizens for our democracy and servant-leaders for the world. Nestled on 13,000 acres atop Tennessee’s Cumberland Plateau, the University offers both a uniquely beautiful setting and convenient access to nearby cities—Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to be a place where individuals from a variety of backgrounds and experiences find support, opportunity, and purpose.

Support in the Hiring Process
If you have questions about a position or need assistance filing an application, or if you are a person with a disability and would like to request an accommodation in the application and interview process, please contact Human Resources at 931.598.1381 or hr@sewanee.edu.

Equal Employment Opportunity
The University of the South is an equal-opportunity institution, dedicated to treating all applicants fairly and fostering a welcoming environment for employees and students alike.

735 University Avenue

Sewanee, Tennessee, 37383