Job no: 515918
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:03030000 - EM-OFFICE OF REGISTRAR

Administrative Support Assistant III

The Office of the University Registrar is responsible for developing, administering, and monitoring academic policy, records management, registration processes, classroom and examination scheduling, enrollment planning and student information technology.

This is a highly responsible key administrative position that provides support to the Assistant Vice President and University Registrar, and Associate University Registrars. The position performs a variety of administrative duties and personnel related duties including but not limited to coordinating internal and external contacts and communications; arranging schedules and meetings; managing personnel and payroll functions; researching and gathering information to assist in developing various reports; managing confidential files.

This position must be able work with various software programs including word processing, excel, power point, and preferably graphic design and presentation packages. The position works with extensive correspondence and reports and requires good writing skills and attention to detail. The Office of the Registrar is a fast-paced environment with critical deadlines. The person in this position must be very organized, able to prioritize, and respond quickly to various demands of their time. This position also requires excellent interpersonal and communication skills and ability to interact in a friendly and professional manner with diverse publics.

• Coordinates all personnel actions with the Division of Enrollment Management, Business Services Office. Manages personnel/payroll processes for over 30 full-time staff, and over 30 part-time student staff for the Office of the University Registrar. Responsible for screening and placement and coordination of hiring of all college work study and OPS personnel. Reviews the use of college work study hours and serves as a liaison with all area supervisors to inform them of respective changes in financial aid awards. Manages all payroll processes for both full-time and student staff, including online review of time and bi-weekly payroll certifications. Checks pay lists to ensure that all employees are paid on time. Works with the Business Services Office to resolve payroll questions and concerns.
• Maintains and updates departmental organizational charts, spreadsheets, position descriptions, training records, and performance evaluations for all staff. Responsible for filing and maintaining personnel files.
  Creates and maintains detailed intra-office calendar to track office activities. Produces annual critical dates calendar for staff reference and collects, compiles and maintains staff requests for annual leave.
• Recommends policy for program operations and advises Registrar staff regarding interpretations, applications, and implementation of new or revised university rules, policies, and procedures as they relate to Human Resources. Ensures that all staff complete required training. Assists with building safety coordination and other division wide activities as required.
• Assists Business Services with departmental new employee orientation. Serves on internal committees to represent the administrative area of the office.
• Provides administrative support to the Assistant Vice President and University Registrar, and Associate University Registrars. Maintains their calendars; schedules meetings both internally and externally; provides daily calendar updates and materials for scheduled meetings. Arranges and/or assists with meetings for the Assistant Vice President and University Registrar and is often the first point of contact for visitors attending meetings with the Registrar.
• Receives and responds to telephone calls for the administrative area of the Office of the University Registrar. Manages all incoming and outgoing correspondence mostly of a confidential nature. Reviews and distributes mail appropriately, and when appropriate drafts response to incoming correspondence. Assists with preparing reports and other documents for the Assistant Vice President and University Registrar.
• Assists with research by providing information for the completion of reports, surveys, projects, and correspondence. Researches and retrieves documents from our imaging system to provide historical context for policy decisions. Assists the Associate Registrars, and the Assistant Vice President and University
• Registrar in the fulfillment of their duties by keeping them informed of the status and progress of on-going activities and ensuring follow-up on suspended items.
• Provides general registrar’s office support by evaluating and responding to inquiries concerning academic records and university policy from the university community and the general public. Assists with student petition processing. Assists with student enrollment and registration including contacting and advising students regarding their options. Assists with retrieving student records for subpoena and public record requests. Assists with the preparation and distribution of academic transcripts, enrollment certifications, and other data as needed. Maintains academic data in the online student record system.
• Cross trained to assist in all areas of the office during peak workload periods with processes such as registration, room scheduling, commencement, grade processing, and document processing. Performs other duties as assigned by supervisor.

$19.00 - $20.00; commensurate with education and experience.

A high school diploma and seven years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Ability to establish and maintain professional and effective working relationships with others.

Ability to establish work priorities and coordinate the timely completion of work assignments; strong organizational skills.

Knowledge of effective written and oral communication; ability to articulate and interpret information.

Ability to work independently, exercise good judgment, and work with minimal supervision.

Ability to use variety of computer programs – MS Word, Excel, PowerPoint, Outlook. Strong user automated-systems skills. Experience with Campus Solutions, In Design, Visio preferred.

Applicants must upload the following documents to be considered for position:

1. Cover Letter

2. Resume

3. List of References

Applications must be submitted by 11:55 p.m. of the posting end date.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

No

Advertised: 27 Apr 2021 Eastern Daylight Time
Applications close: 04 May 2021 Eastern Daylight Time