What are the responsibilities and job description for the Administrative Assistant/Student Records Specialist position at Gardner-Webb University?
Position Summary
The Program Administrative Assistant/Student Records Specialist performs executive secretary and student record oversight for the PA Program. Duties include typing, filing, and book keeping , obtaining supplies, direct mailings, and working on special projects. In addition, the incumbent will be responsible for maintaining all student records during the didactic phase of the program and after graduation. Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures. The incumbent must maintain a professional, upbeat, and energetic demeanor.
Essential Responsibilities/Duties
Gardner-Webb Uni ver sity (gardner-webb.edu) is a coeducational, residential, private, historically Baptist, Christian institution, located in Boiling Springs, North Carolina with easy access to Charlotte, Asheville, and Greenville- Spa rtanburg. The Uni ver sity offers 80 undergraduate and graduate degree programs to approximately 3,000 students. GWU is a Carnegie-classified Doctoral/Professional Uni ver sity. In 2023, Gardner-Webb was home to students from 93 counties in North Carolina, 44 US states, and 43 foreign countries. GWU is a NCAA Division I institution with 22 athletic teams and 460 student-athletes.
The Program Administrative Assistant/Student Records Specialist performs executive secretary and student record oversight for the PA Program. Duties include typing, filing, and book keeping , obtaining supplies, direct mailings, and working on special projects. In addition, the incumbent will be responsible for maintaining all student records during the didactic phase of the program and after graduation. Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures. The incumbent must maintain a professional, upbeat, and energetic demeanor.
Essential Responsibilities/Duties
- General office duties to include filing, ordering supplies for office and lab, preparing mailings
- Maintain records of department time off and faculty professional development/CME funds
- Greet and answer visitor questions or direct them to the appropriate person.
- Answer the telephone and provide information, take messages, or route the call to the appropriate individual. Retrieve program voice mail and respond or forward as is appropriate.
- Answer or forward e-mails from the PA program e-mail account.
- Perform desktop publishing duties by creating and developing visual presentations for the Program. Design and draft general correspondences, memos, charts, tables, graphs, signs, etc.
- Proofread copy for spelling, grammar and layout, and makes appropriate changes.
- Merge documents.
- Prepare handbooks, office forms, thank you notes as appropriate and the office Christmas card.
- Serve as a recording secretary for assigned committee meetings. Ensure that all participants have a meeting agenda and remind attendees of meeting schedules. Attend meetings, take, transcribe and distribute minutes.
- Deliver outgoing mail and pick up the incoming mail daily
- Maintain databases of student contact information and on-line calendar
- Process expenses; prepare/submit Purchase Orders and Payment Request Forms, Visiting Lecturer Request Forms, and invoices to the Business Office.
- Work in Banner to create course schedules and register students in courses
- Utilize Meeting Room Manager to ensure needed classrooms are reserved
- Assist the PA Admissions Coordinator in arranging meetings and special events (graduation, receptions, etc.) as needed
- Utilize office and web-based software to facilitate communications with applicants, students, staff, and faculty.
- Work with the Director of Didactic Education to ensure all preparations are in order for learning activities conducted by guest lecturers and adjunct faculty.
- Assist with standardized patient events as needed.
- Maintain student files and records
- Conduct audits on the files periodically and upon graduation
- Create digital copies of student files on AppXtender.
- Maintain record keeping of student exam failures and remediations
- Work with Director of Didactic Education, Associate Program Director and Program Director to develop, organize, and collect programmatic surveys/evaluations.
- Export all survey results and perform quantitative data analysis when needed.
- Assist in preparing and organizing self-study data
- Perform other duties as may be assigned from time to time
- Strong interpersonal and communication skills and mastery of the English Language.
- Proficiency with MS Office software and Internet computing skills.
- Attention to detail in composing, typing, and proofing materials; establishing priorities, and meeting deadlines.
- Exceptional organizational skills.
- Experience advising students in an educational environment.
- Enthusiastic about working in a collaborative environment.
Gardner-Webb Uni ver sity (gardner-webb.edu) is a coeducational, residential, private, historically Baptist, Christian institution, located in Boiling Springs, North Carolina with easy access to Charlotte, Asheville, and Greenville- Spa rtanburg. The Uni ver sity offers 80 undergraduate and graduate degree programs to approximately 3,000 students. GWU is a Carnegie-classified Doctoral/Professional Uni ver sity. In 2023, Gardner-Webb was home to students from 93 counties in North Carolina, 44 US states, and 43 foreign countries. GWU is a NCAA Division I institution with 22 athletic teams and 460 student-athletes.
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