Assistant to the Registrar

Salary/Position Classification

• $38,000+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

The purpose of this position is to provide administrative support to the registrar and associate registrar including, but not limited to general calendaring, budgeting, office receptionist, and general student service support in a variety of functions. This position reports directly to the registrar and will interact with many university staff and faculty members.

Duties & Responsibilities

Provide coordination and support for all University Council, University Senate, and Senate Executive Committee databases, elections, correspondence, calendars, websites, activities including archiving, explaining policies and procedures, and document organization

• Assist in taking minutes at all University Council, University Senate, and University Senate Executive Committee meetings.
• Create and maintain a database for University Council and University Senate to determine voting eligibility, electability, and correspondence.
• Maintain the University Senate calendar for meetings, agenda proposals, balloting, and other mandatory functions.
• Prepare all Senate correspondence for the University Registrar and the Senate Chair as needed.
• Oversee all Senate election processes including creating and maintaining official election ballots.
• Collect agenda items, prepare agendas, prepare and disseminate minutes.
• Maintain records, ballots, committee preference information, and Senate Committee membership.
• Provide information regarding Senate policies and procedures to faculty members and administration.
• Maintain and keep current the University Senate website complying with the most up-to-date accessibility standards.

Serve as a university-wide Access Control Officer for the Student Records system in PeopleSoft

• Receive campus wide requests for security access to Campus Connection.
• Verify that the department supervisor has approved the access request.
• Review requests to ensure the request is appropriate for each individual.
• Review security, as necessary, to check for compliance with FERPA regulations.
• Add and delete roles and security settings for users in Campus Connection.
• Provide technical assistance to users experiencing technical issues by phone, email, or video.
• Run reports on security access to determine if users are missing needed security such as faculty access for final grading.

Assist with the coordination of work and sitting of priorities in the administrative Office of the Registrar; maintain the Registrar’s calendar and coordinate meetings for the Registrar; organize, compose, and produce correspondence for the Registrar; complete other duties as assigned

• Support the Registrar by coordinating and prioritizing correspondence, meetings, and workload.
• Compose letters and memos, as well as design, word process, and disseminate other office correspondence such as reports, tables, and brochures.
• Dictation, note-taking, and transcription for student-related and committee-related activity.
• Assist in responses related to degree verification.
• Provide support to the Academic Policies and Admission Committee, Administrative Procedures Committee, and Student Academic Standards Committee, with extensive documentation related to the academic grievance process.
• Assist with travel arrangements for the Registrar and other office staff.
• Organize meetings and maintain calendars including interoffice absence calendar.
• Monitor status of long-term projects ensuring completion of task by deadlines to meet strategic priorities.
• Keep an updated list of Office of the Registrar emergency contact information that is readily accessible to all personnel via a shared resource.
• Collaborate with Unified Communications on the Office of the Registrar telephone system. Periodically monitor telephone system to ensure student and customer satisfaction. Report any irregularities to supervisor and Unified Communication.
• Arrange for shredding of sensitive documents.
• Perform other similar related duties which may not be specifically included within this position description, but are consistent with the general level of the job responsibilities.

Office receptionist and student service provider

• Answer phone, greet visitors, and provide information and directions.
• Monitor and respond to office email accounts.
• Distri