Program Assistant

Ewing, New Jersey
Sep 15, 2017
Institution Type
Four-Year Institution

The College of New Jersey’s Office of Records and Registration seeks a task oriented, energetic, administratively efficient, student-centered professional for the position of Program Assistant. This full-time position reports to the Assistant Director of Enrollment and Transcripts. The Program Assistant (Records/Transcript Clerk) coordinates a comprehensive records management process. Responsible for the daily verification, production, and mailing of transcripts inclusive of the records management of the e-transcript process, and attendance and degree verification through the National Student Clearinghouse.


  • The Program Assistant responds to the high volume of phone, faxes and e-mail inquiries related to transcript requests and academic records in accordance with FERPA guidelines. Retrieves, makes touch-ups and prints archived records from microfiche.Insures the secure storage and efficient reproduction of student records.Establishes and monitors standards for production and quality of microfiche.

  • Responsible for the daily update and maintenance of student records in the Office's imaging system.

  • Plans the development and implementation of records management procedures to standardize the filing, storage, and retrieval of all academic records in accordance with the office's records retention policy.

  • Establishes the times, manner, and form by which records are sent to the College's Records Storage Center currently contracted with Iron Mountain (IM).Serves as a liaison with IM. Assesses and supervises the necessary references, inventory, and services in connection with IM.Works with IM for disposal and records approved for destruction.

  • Designs and updates forms to be used in conjunction with the records management program and for the control of records.Maintains transcripts webpage and webforms.

  • Supports the goals for the Office of Records and Registration in providing a full range of transactional processes to professionally support the office during peak processing times.This may include but is not limited to entering transfer credits and other related enrollment processes within the College’s information system.

  • Manages and supervises several student workers, including one student from the Community and Career Service (CCS) job placement program.


The preferred candidate will have an earned Bachelor’s degree, demonstrate the ability to assess student and staff needs and effectively handle difficult situations by providing high quality service, knowledge of student records,  specifically familiarity with the College’s ERP system – PAWS, demonstrate a comfort with, and ability to learn, new technology as it relates to the responsibilities of the Program Assistant.  The Program Assistant must have strong interpersonal skills, be highly organized and detail oriented, and be able to conduct a variety of data entry duties in the College's student information system in a timely fashion.

This position is a non-competitive Civil Service position with the state title Program Assistant (A). The position is aligned to the Communication Workers of America (CWA) bargaining unit.


The starting salary for this position is Range P16, Step 1, $41,230.15. Salary for an internal candidate will be determined in accordance with Civil Service rules.

The College offers a generous benefits package that includes health, dental, vision and prescription plans as well as pension, paid leave time and tuition savings programs.

Under a new residency bill signed into law by Governor Chris Christie, any individual hired on, or after September 1, 2011, will be required to establish a principal residence in New Jersey unless their position is exempt. New employees will have a full 365 days to establish such residence, from the effective date of hire. Any new employee who believes that they have a critical need to live outside of New Jersey, or that a move to a permanent residence within the state would constitute a hardship, may request an exemption from the provisions of the law by appealing to a five-member committee to be established by the State for the purpose of hearing such appeals.

Contact Information:

Qualified candidates should submit a letter of interest, resume, and three professional references.

Review of resumes will begin immediately and will continue until a suitable applicant has been identified. Final offer of employment will be contingent upon successful completion of a background investigation.

To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer. The College has a strong commitment to achieving diversity among faculty and staff, and strongly encourages women and members of underrepresented groups to apply.

Similar jobs

Similar jobs