Administrative Assistant I

Job description

Job no: 506915
Work type: Staff Full Time
Categories: Administrative & Office Support

General Summary of Position: Serves as a member of the Office of University Registrar performing various enrollment-related transactions for students such as registration, grade reporting, transcript processing, transfer credit evaluation/posting, change of major, enrollment/degree verification, graduation, course scheduling data entry, etc. Functions as a backup to the Administrative Assistant II. Follows 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):

Receives functional supervision from the Administrative Assistant II, and direct supervision from Registrar, Associate Registrar, Assistant Registrar and Staff Associate as appropriate.

DIRECT REPORTING STAFF- THEIR STAFF- N/A

May supervise student workers.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

  • Perform student enrollment functions via walk-in, telephone, email/written correspondence, etc. Direct questions or inquiries to other staff as appropriate.
  • Provide procedural assistance to students, faculty, and staff regarding registration, records maintenance, and other inquiries.
  • Evaluate and post transfer and test credits per established university guidelines.
  • Process various enrollment transactions, 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.
  • Investigate and resolve a variety of student course registration and academic record related inquiries and issues. Respond via appropriate communication (i.e. email, letter, telephone, etc.) to student, faculty and staff.
  • Perform a variety of specialized electronic document imaging duties on a large volume basis; Scan student documents, check for accuracy and quality assurance; Data entry linking to individual student files; Correct inaccuracies. Manage document imaging queues and workflows. Responsible for document prep, document scanning, document indexing, and document quality control.
  • Assist with class roster corrections with careful attention to detail including additional research of student status (withdrawn from all courses, etc.) and notifying appropriate staff/departments as needed.
  • Assist with processing of student withdrawal and leave of absence requests.
  • Assist with enrollment and degree verification and transcript processing.
  • Assist with course scheduling data entry.
  • Conduct student record research and provides requested documentation in support of University audits and academic information requests.
  • Prepare and maintain confidential files for students, including academic records, transcripts, departmental records, etc.
  • Assist with the data entry of graduation application processing and various commencement activities.
  • Contribute to the development of office procedures and business workflow processes.
  • Provide backup to other administrative staff in the Registrar's Office.
  • Participate in the training of new staff.
  • Perform other related duties as assigned.

Minimum Qualifications (Required):

Applicants must have at least (A) two 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 the required experience and the substitutions below:

  • An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
  • 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.

    https://www.mass.edu/forfacstaff/classificationspecs/home.asp

    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.
  • Additional Considerations:

    Department: University Registrar

    No. of Positions-1

    Internal/External-X

    State Funded-X

    Weekly Salary: $870.12*

    *Note: Salary shown is subject to decrease per the terms of the Memorandum of Agreement signed between the union and University administration on 9/24/2020. This decrease will be in effect for the period of 9/27/2020 - 7/2/2021, after which time the salary will be adjusted back to this full rate.

    Hours: Monday-Friday, 9:00am-5:00pm

    Grade: 15

    Union: AFSCME

    QUALIFICATIONS ACQUIRED ON JOB (List knowledge’s, 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.
  • Knowledge of the types and applications of standard office filing systems.
  • Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.
  • Skill in operating general office machines and equipment.
  • Knowledge of the principles, practices and techniques of supervision.
  • 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 February 22, 2021

    The deadline for EXTERNAL applicants is February 25, 2021

    Advertised: 10 Feb 2021 Eastern Standard Time
    Applications close: 25 Feb 2021 Eastern Standard Time

     

     

     

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    Job No:
    Posted: 2/12/2021
    Application Due: 2/25/2021
    Work Type: Full Time
    Salary: