Office Assistant – Registrar’s Office Contract

The University of Pikeville (UPIKE) is seeking an Office Assistant who will perform clerical services to the entire academic community in the Registrar’s office and serve as assistant for the University Registrar and Associate Registrar.

Primary Responsibilities:

1. Upholds the integrity of the Registrar’s Office and all parts of the University of Pikeville. Will not allow anyone else to use his/her username/password or otherwise obtain access to all types of academic records. He/she agrees to protect his/her username/password against inadvertent disclosure and/or share his/her name/password with other individuals or entities. He/she agrees to comply with all federal, state and local requirements pertaining to the security, confidentiality and privacy of information maintained by the University of Pikeville, including the Federal Family Educational Rights and Privacy Act (FERPA).
2. Functions as a receptionist: Duties include, but are not limited to answering telephone, in-person and email inquiries and requests; ascertains the nature of business of each, and then disperses them to appropriate person or persons. Also, schedules appointments for registrars using Outlook Calendar; maintains good customer service; and distributes copies of all forms maintained by the Registrar’s office.
3. Orders all office supplies, completes purchase orders, check requests, expenditure vouchers and work orders generated within the Registrar’s office, as well as reconciles the credit card statement each month.
4. Perform scanning using Image Now, verifying scanned document, linking, and purging/shredding of academic permanent files/records.
5. Assistants students with the registration process; checking forms, processing drops, adds, and withdrawals; assigns advisors; changes, adds, activates, and withdraws academic programs.
6. Processes transcript and record requests in all modes of delivery via Parchment platform and serves as Parchment administrator.
7. Processes Request for Directed Independent Study/Directed Research/Internship/Practicum forms including creation of classes, assessment of fees, registration and notification to student, instructor, and advisor.
8. Prepares deferments; letters of good standing; enrollment verification letters/forms, insurance forms, international letters, mail merges, envelopes, reports, etc., except for KYCO and KYCOM.
9. Performs data-entry into Colleague from various forms including Petition for Course Substitution, Incomplete “I” Grade forms, Change of Grade Request, Registration Permissions Request Form, etc.
10. Assists with data-entry of class schedules.
11. Assists with the preparation and implementation of graduation ceremonies.
12. Utilizes word processing, the internet, electronic mail, spreadsheets, databases and other computer and technologically enhanced learning tools to carry out responsibilities in an efficient and thorough manner.
13. Demonstrates willingness to continue training and/or education to meet changing needs and procedures in academic administrative support services.
14. Performs other duties as assigned.

Secondary Responsibilities:

1. Handles incoming and outgoing mail for the Registrar’s Office.
2. Performs additional duties as required by the University Registrar, including, but not limited to, taking and transcribing minutes of meetings, typing data research, copying and assembling materials.
3. Performs inventory of forms in stock for everyday use, maintains copier machine including placing service calls, and places printing orders, as needed.

Responsibilities When Needed:

1. Schedules and notifies confirmation of campus classroom facilities for the university and public use (except for Booth Auditorium, COAL building, HPE building, Gymnasium, Walters Room, and Sturgill Board Room).
2. Monitors waitlisted classes and performs registration and notification to students.

Relationships:

Position requires continuous contact with co-workers, supervisor, student workers, graduate assistant, faculty, and staff in order to assign jobs, obtain instructions, make decisions, and answer any questions that may arise. Contact with students and parents is necessary in order to talk about schedules, transcripts, enrollment information, class instructors, and any other inquiries that may arise.

These relationships are maintained through e-mail, telephone, or person-to-person contact.

Education/Skill Requirements:

• A Bachelor’s degree preferred, minimum Associate degree from a college or technical/vocational school (2 years), or equivalent work experience with business studies preferred.
• Some (2-3 years) experience using basic clerical skills
• Must have ability to multi-task.
• Must have excellent written and oral communication, organizational, typing, and critical thinking skills.
• Must be proficient with Microsoft Office, particularly Word and Excel.
• Must have experience working with office equipment including computers, copiers, telephones (multi-line), printers and scanners.
• Recommended experience with database management, such as a Student Information System (SIS), particularly Colleague/Ellucian.

The University of Pikeville offers a competitive salary commensurate with qualifications and experience. UPIKE offers a competitive benefits package including medical, dental, vision, and life insurance, telemedicine, long-term disability, tuition waivers, a 403(b)-retirement plan, and HSA, FSA, & dependent care accounts. UPIKE also offers a generous holiday schedule and paid leave program.

Important Notes: Resume and other application materials will be reviewed to determine if you meet the required qualifications for the position. If it is determined that you meet the required qualifications, your application materials will be used to identify a top group of the most highly qualified candidates. Please, specifically address the qualifications, competencies and desired qualifications in your resume and application materials.

The University of Pikeville is committed to providing a safe and productive learning, living and working community. To achieve this goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history.

The University of Pikeville is an equal opportunity employer committed to assembling a diverse, broadly trained faculty and staff. The University of Pikeville does not discriminate on the basis of race, ethnicity, color, sex, gender, gender identity, sexual orientation, religion, national origin, age or disabilities in its programs, activities, hiring, or the admission of students.

For more information about the University of Pikeville, please visit http://www.upike.edu. Interested applicants should complete the online application by visiting http://jobs.upike.edu. In addition to the application, interested applicants are requested to attach to their application a letter of interest, current resume, and the contact information for three to five professional references.

Department: Academic Affairs

Employment Type: Full-Time (40 hours)