Administrative Assistant/Transcript Coordinator

LOCATION: Wayland Baptist University (WBU) – Plainview Campus

DEPARTMENT: Office of the University Registrar

SUPERVISED BY: Associate Registrar/Office Manager and University Registrar

POSITION CLASSIFICATION: Non-Exempt

POSITIONS SUPERVISED: None

GENERAL RESPONSIBILITIES: Responsible to the Registrar for activities assigned. The Administrative Assistant/Transcript Coordinator is a full-time employee who is responsible for representing Wayland to all of the University’s public in a positive manner. This position is responsible for the entire system’s transcript process, including transcript requests, generation, and tracking, as well as monitoring the National Student Clearinghouse enrollment, graduation and degree verify uploads and resolving error reports. Meeting the public and working with various departments and campuses in a positive and congenial manner is required and is responsible to the University Registrar for activities assigned.

SPECIFIC TASKS AND DUTIES:

1. Answers the main office phone, greets students, ex-students, or alums who walk in requesting transcripts or any other information and assists in appointment scheduling for degree planning.

2. Responsible for the coordination of walk-in traffic for assistance by office personnel.

3. Coordination of all aspects of the preparation of transcripts to be mailed out or sent electronically. Processes electronic transcripts as well as printing transcripts that are computer-generated as well as copy those maintained manually.

4. Prepares deferment letters (enrollment verification) and degree verify requests,

5. Responsible for the transmission and validation/correction process of enrollment, graduation and degree verify reports for all terms/sessions system wide to the National Student Clearinghouse.

6. Monitors/orders and maintains office equipment and supplies.

7. Scans and links in Perceptive Concepts imaging system

8. Ensures transcripts are cleared from all holds for transcript processing.

9. Tracking transcript requests, updating the student request records.

10. Processes all Background Investigations for any employer/government entity requesting education/transcript records for employment.

11. Processes Obituaries of former students/alumni

12. Responds to other directives of the University Registrar or Associate Registrar.

The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employee may perform other related duties as assigned by their supervisor.

MINIMUM QUALIFICATIONS:

Education:

High School Diploma or GED required.

Some college hours preferred.

Experience and Knowledge:

1. Minimum of two (2) years proven secretarial and/or clerical office experience is required.

2. Registrar Office experience desirable.

3. Ability to meet the public and work very well with others.

Skills and Abilities:

1. Strong computer and typing skills - Microsoft Word, Excel and Access are preferred.

2. Possess strong organizational skills with the ability to learn and retain vast amounts of information from a wide variety of sources.

3. The ability to communicate and deal diplomatically with students, faculty and staff across the system.

4. Must maintain attention to detail and ownership of the entire transcript process and the ability to meet deadlines and multi-task the various responsibilities within the scope of the transcript process and Clearinghouse transmission schedule for enrollment and graduation uploads.

5. Possess strong oral and written communications skills.

6. Ability to be punctual and dependable with integrity, honesty and loyalty is essential to required performance the duties of the position.

7. Ability to be a positive force in the office by portraying a positive attitude toward other office personnel, in phone conversations and greeting visitors.

8. A commitment to Christian Higher Education and in agreement with the purposes and philosophy of Christian Higher Education as promoted by the Baptist General Convention of Texas generally, and WBU particularly.

CONDITIONS OF EMPLOYMENT:

Employment is subject to an introductory period to monitor employee performance. If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Employee must be able and willing to travel and teach at external campuses. Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, disability, or genetic information. Under federal law, the university may discriminate on the basis of religion in order to fulfill its mission and purposes.