Records Administrative Assistant

Department: University Records Administration Office

Classification: Full-time, Non-Exempt, UE767/Classification D

Reports to: Director of Records Administration

Location: On-site - Yellow Springs, Ohio

Compensation: $20.96 per hour

Position Overview

The Records Administrative Assistant position is part of the Collective Bargaining Unit of United Electrical Radio and Machine Workers of America (UE), and its Local 767. The Records Administrative Assistant is a University's Records Administration office member. This role is responsible for adhering to best practices in producing academic transcripts and diplomas, verifying enrollment and degree conferral, and transitioning university records to a digital format.

Essential Requirements, Duties, And Responsibilities

• Respond to daily transcript requests. Ensure record security. Evaluate the accuracy of records.
• Confirm and respond to questions regarding payment. Provide information and support to individuals requesting transcripts. Print and mail paper transcripts, diplomas, and certificates.
• Upload electronic transcripts, provide tracking information, and resolve unclear records.
• Prepare, scan, index, and upload paper records to a digital format
• Provide support to the Records Administration Director related to enrollment and degree
  
  

reporting * Respond to email and phone requests for assistance on records from internal and external constituencies with a professional and service-oriented approach * Enforce university policy and federal regulations regarding access to FERPA-protected

information * Other responsibilities as assigned

Knowledge, Skills, And Abilities

• Knowledge of rules of effective business English usage, spelling, punctuation, and grammar
• Attention to detail; commitment to adhering to data entry standards
• Knowledge of typical business applications such as Microsoft Office or Google Suite, especially Word/Docs and Excel/Sheets
• Knowledge of other Google tools (email, calendar, drive); or comparable tools in Microsoft Suite
• Strong written and oral communication skills
• Excellent customer service skills; commitment to following up with records request initiators
• Ability to manage multiple requests, motivation to meet or exceed stated deadlines, or to
  
  

communicate reasons for delay, as well as escalating scheduling or fulfillment conflicts to the director * Demonstration of initiative and problem-solving orientation * Commitment to collaborative teamwork, providing back-up as needed, willingness to learn new skills * Ability to receive and implement performance feedback * Ability to identify technical and service issues and escalate to the director when needed * Proactive, strategic, and detail-oriented approach to work with a solid commitment to quality, efficiency, and effectiveness * Strong interpersonal skills and professional demeanor, diplomacy, and willingness to resolve conflict professionally * Cultural competency and the ability to communicate effectively in a culturally sensitive manner with both individuals and groups from marginalized populations

Minimum Requirements

• High school diploma or equivalent
• Experience operating office equipment such as telephones, copiers, printers, computers and software
• Experience preparing business correspondence
• Experience working in a customer service or student services environment
• Experience working with post-secondary students
  
  

Preferred Qualifications

• Associate's or Bachelor's degree
• Three years of experience with regular use of an integrated records system; Colleague experience preferred
• Three years of experience in higher education, particularly in a registrar's office setting
• Technical expertise in Student Information Systems and digital repositories
  
  

Hours of Employment

This is a full-time, 40 Hours per week position serving a national university. A work schedule will be established in consultation with the supervisor.

Work Location

Office on-site at Antioch University in Yellow Springs, Ohio. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Antioch University reserves the right to change the duties of the job description at any time.

Physical Requirements

While performing the duties of this job, the staff member is regularly required to sit, stand, use hands and fingers, and talk or hear. This is primarily a sedentary role; however, some filing is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Requires daily use of computer and other standard office equipment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits Summary

Health, dental and vision plans, employer retirement plan contribution, voluntary salary deduction to a pre-tax or post-tax retirement account; employer paid life insurance and short term disability; voluntary supplemental life insurance, long-term disability, accidental death/dismemberment, critical illness, and accident coverage plans; vacation and sick leave, paid holidays; tuition remission for employees and dependents at Antioch University campuses in line with current agreement between Antioch University and the Collective Bargaining Unit of United Electrical Radio and Machine Workers of America (UE), and its Local 767.

Coalition for the Common Good (CCG) EEO Statement

The Coalition for the Common Good provides equal employment opportunity to all employees and applicants and prohibits discrimination on the basis of race, color, religion, age, sex, sexual orientation, gender identity, gender expression, pregnancy, national origin, disability status, genetics, protected veteran status, or any other characteristic or class protected by federal, state or local laws in matters affecting employment or in providing access to programs. This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training. The CCG complies with all state and federal laws that prohibit discrimination, including Title VII of the Civil Rights Act, Title IX, Section 504 of the Rehabilitation Act, the Americans with Disabilities Act, the Equal Pay Act and the Age Discrimination in Employment Act. Inquiries should be addressed to the Office of Human Resources or the Office of the General Counsel.

To Apply: Qualified applicants must submit a cover letter, resume/CV, and three business references with contact information at the time of application.

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NOTE: The successful candidate for this position will be subject to a pre-employment background check