Administrative Assistant II-University Registrar's Office-INTERNAL AFSCME MEMBERS
Administrative Assistant II-University Registrar's Office-INTERNAL AFSCME MEMBERS
Job no: 506525
Work type: Staff Full Time
Categories: Administrative & Office Support
General Summary of Position: Serve as Office Manager in the Registrar’s Office. Provide supervision, training, and assign tasks to clerical staff and student employees. Provide administrative support to Registrar. Manage specific function areas in the department. Review and analyze information and database and respond accordingly. Monitor department activities and workflow and make recommendations to improve efficiency of work processes. Identify, propose and initiate solutions for problematic issues and processes, and disseminate and/or elevate for resolution.
Follow the University’s best practices to build and/or support student academic success and retention and assist in meeting strategic objectives for persistence and timely graduation of all the student population.
SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):
Receive direct supervision from the Registrar and functional supervision from Assistant and Associate Registrar(s).
DIRECT REPORTING STAFF-N/A THEIR STAFF- N/A
Provide direct supervision to office clerical staff and student employees.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
- Establish the clerical staff members’ daily work and time off schedules for approval by the Registrar or designee; address personnel issues; suggest adjustments to work duties and/or assignment of special projects to ensure effective office operations.
- Train and guide new and current clerical staff in processes and procedures by providing one-on-one or group instruction and offering guidance and assistance as needed on various registration activities; particular emphasis on system related tasks.
- Oversee student record file management for enrollment transactions including organize tasks and assign duties in consultation with the Registrar or designee; implement systematic policies and procedures; and respond to system and service demands; provide training and review of performance of staff by continually monitoring quality of actions and work produced; perform office operations and function as back-up to staff.
- Oversee the preparation, maintenance, archiving, and removal of records in accordance with all federal, state and university record retention regulations.
- Process and maintain files for the document imaging project for the Registrar’s Office including archived and active student record file management; business design and workflow, testing, implementation and coordination with University Information Systems (UITS). Train and monitor staff in principles of accurate filing, scanning, and linking to ensure efficient and confidential record retrieval.
- Process admissions revoke and duplicate student ID requests.
- Oversee the National Student Clearinghouse reporting activities for enrollment submission, error reports and corrections.
- Maintain office budget operations including order supplies; enter purchase requisitions and perform related budgetary tasks; track, monitor and enter Procard transactions; reconcile monthly statements; use the eProcurement system to purchase, approve and receive supplies.
- Process student withdrawal and leave of absence requests. Create and distribute weekly spreadsheet of withdrawn/leave of absence students to appropriate departments.
- Assist with various enrollment transactions as needed, including but not limited to, add/drop, pass/fail, audit, grade entry/grade change, course withdrawals, change of major and minor, and miscellaneous academic record updates.
- Create course sections in the student information system and register special student groups (i.e. study abroad/away; co-op; Washington Center; quick-admit dual enrollment; non-degree graduate exchange; Sachem, Navitas, ROTC, etc.).
- Assist with transfer credit processing as needed.
- Process requests for subpoenaed records including follow up with attorneys and other related university departments.
- Collaborate with UMass UITS staff to create external organization numbers for transfer credit processing.
- Create, re-design and monitor office forms used by the Registrar’s Office and other departments and documents posted on the Registrar’s Office web site. Monitor availability and update forms and office supplies by tracking usage and replacement needs.
- Ensure student/parent/staff inquiries and problems are handled sensitively and promptly, refer difficult cases to the correct office staff or make referrals to other offices; train clerical staff in principles of customer service to ensure a high standard of accurate, responsive, and timely problem solving and customer service.
- Hire, train, and supervise student employees.
- Occasional local and regional travel required.
- Perform other duties as assigned.
Minimum Qualifications (Required): Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience. *
II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)
- Knowledge of the principles and practices of office management.
- Knowledge of the methods of general report writing.
- Knowledge of the methods used in the preparation of charts, graphs and tables.
- Knowledge of the types and uses of general office equipment.
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
- Ability to follow written and oral instructions.
- Ability to gather information through questioning individuals and by examining records and documents.
- Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
- Ability to assemble items of information in accordance with established procedures.
- Ability to determine proper format and procedure for assembling items of information.
- Ability to prepare general reports.
- Ability to maintain accurate records.
- Ability to prepare and use charts, graphs, and tables.
- Ability to communicate effectively in oral expression.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to deal tactfully with others.
- Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
- Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
- Ability to exercise sound judgment.
- Ability to exercise discretion in handling confidential information.
- Knowledge of the principles, practices and techniques of supervision.
Department: University Registrar’s
No. of Positions-1
Internal ONLY -X
Hours: Monday-Friday, 9:00 a.m.-5:00 p.m.
QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)
- Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Knowledge of the proper telephone procedures for making and receiving agency calls.
- Knowledge of the types and uses of agency forms.
- Knowledge of the laws, rules and regulations governing the state personnel system.
- Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
- Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
- Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
- Knowledge of state accounting and budgetary procedures including terminology.
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.
Special Instructions to Applicants:
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline for INTERNAL applicants is October 28, 2020.
Advertised: 18 Oct 2020 Eastern Daylight Time
Applications close: 28 Oct 2020 Eastern Daylight Time