Administrative Assistant, Registrar

Summary and Purpose: 

Assists the Registrar in a variety of functions including but not limited to: provide customer service assistance to students, faculty, and staff through the Registrar email, telephone calls or in person visits to the Registrar/Advising Center. Establish, maintain and update office and student records; and provide administrative support for staff members in the Registrar/Advising Center. Monitor and process transcript and Degree Verify requests through the National Student Clearinghouse.   

Responsibilities/Duties/Tasks/Essential Functions:  

• Cover the Front Desk
• Main customer service assistance to students, faculty, and staff calling, emailing or visiting the Registrar/Advising Center. 
• Make appointments for Registrar and academic advisor. Prepare all information needed for the appointments.
• Order office supplies needed to maintain the functions of the office. 
• Respond to or direct to the appropriate person/office all emails received at registrar@aquinas.edu.
• Correspondence for Registrar including messages regarding student or faculty illness, withdrawals, canceled classes, letters of appeal, probation, etc..
• Update office hours, closings and the holiday schedule on the National Student Clearinghouse.
• Assist Admissions in registering dual enrollment student for classes and providing them all needed documentation.
• Maintain the exit interview and withdrawal process. 
• Transcript Request and Degree Verification 
• Respond to verification of degree and attendance requests with accurate and timely information.
• Process transcript requests through the National Student Clearinghouse.
• Supervise Student Workers 
• Responsible for the training and supervision of student employees. 
• Maintain and update the student worker handbook. 
• Create the student worker schedule with the approval of the Registrar. Coordinate with student employees to make sure there is coverage of the front desk.  
• Perform other job duties as assigned by the Registrar.  

Knowledge, Skills and Education Requirements  

Qualifications: 

1. Bachelor’s degree preferred, Associate’s degree required
2. Computer skills:  strong Word, Excel, and Google Suite skills required
3. Effective verbal, written, and interpersonal skills required
4. Ability to deliver pleasant and professional customer service required
5. Excellent organizational and project management skills required
6. Ability to work independently and as a member of a team required
7. Knowledge of Colleague software or other student information system preferred
8. At least two years of customer service experience preferred, with experience in a higher education environment highly preferred 
9. This function includes repeated contact with current students, alumni, parents of students, faculty, staff and other places of business and institutions of higher learning.  It requires the utmost discretion, a positive but firm attitude and a willingness to accommodate a variety of requests. 

Work Environment & Physical Demands  

• Flexible working hours on occasion
• Busy environment with interruptions
• Constant use of computer and telephone
• Some lifting (20-35 pounds)

In the performance of their respective tasks and duties, all employees are expected to conform to the Aquinas College Service Statement: 

The College serves our community with excellence and respect through an institutional commitment to quality, accountability, cooperation, professionalism and responsiveness. 

MISSION, VISION, VALUES: 

Aquinas College, an inclusive educational community rooted in the Catholic and Dominican traditions, provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good. 

Aquinas College is recognized as the exceptional Catholic liberal arts college that prepares individuals for careers of leadership and service in developing a sustainable and just global community. Aquinas College is recognized by its values: Faith, Service, Learning and Community. 

Aquinas College prides itself as a leader in sustainability, and this requires the participation of every member of the college community.  In this regard, employees and their supervisors are expected to engage in the process of “appreciative inquiry” to identify ways that each position can advance sustainability in the employment experience. 

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Equal Employment Opportunity Statement: 

Aquinas College is an equal opportunity employer and an inclusive educational community rooted in the Catholic Dominican tradition. Aquinas College provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good. Aquinas College values: Faith, Learning, Service and Community.