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Job Description:

Location: Wooster, OH Category: Staff Posted On: Mon Nov 25 2024 Job Description:

Summary:

The Academic Records Assistant supports the Office of the Registrar as the primary administrative assistant, handling key tasks to ensure smooth office operations. This role assists the Registrar and Associate Registrar by managing administrative and business functions, contributing to the overall efficiency of the office. This position is part-time. 

 

Essential Departmental Duties and Responsibilities:

  • Manages transfer credit processing, degree evaluations for first year and sophomore students, and student status changes (e.g., withdrawals, leaves of absence).
  • Processes data entry (i.e., registration, majors, minors, advisors, etc.)
  • Images student records in the Perceptive Software system.
  • Oversees the preparation of the academic course schedule each semester.
  • Updates and maintains the Registrar’s website and procedural documentation.
  • Verifies degrees with the National Student Clearinghouse and prepares enrollment verifications.
  • Prepares purchase orders.
  • Processes Apostilles with the Wayne County Clerk and the Ohio Secretary of State offices.
  • Administers the intake and distribution of Independent Study theses.
  • Facilitates special registrations for community auditors and high school students.
  • Processes diploma and transcript requests.
  • Maintains and creates office forms.
  • Supports graduation processes.
  • Maintains office inventory and supplies.
  • Provides front desk assistance and responds to phone inquiries.
  • Processes room allocation for classroom and exam scheduling.
  • Performs other duties as assigned.

Job Requirements:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Education and/or Experience:

  • A Bachelor’s degree is required.
  • Experience working in higher education is preferred.

 

Knowledge Skills and Abilities:

Skills:

  • Must have strong and broad computer skills (word processing, database, spreadsheet, email, web).
  • Proficiency with Ellucian Colleague, Microsoft Office Suite (including Outlook and Excel), and WordPress.

Knowledge: 

  • Demonstrates excellent written and verbal communication skills, including the ability to draft professional correspondence and effectively respond to inquiries from diverse audiences.
  • Capable of calculating figures and amounts, including discounts, interest, and commissions.
  • Skilled in performing addition, subtraction, multiplication, and division with multi-digit numbers and base units such as tens and hundreds.
  • Proficient in using American units of measurement, including money, weight, volume, and distance, for calculations.
  • Ability to calculate credit equivalencies between domestic and international institutions/agencies.
  • Proficiency with a student information system and Microsoft Office is desirable.
  • Skilled in setting priorities and managing multiple tasks in a dynamic environment.
  • Displays attention to detail, organizational efficiency, and strong interpersonal skills.

Abilities: 

  • Resolves problems involving concrete variables in standardized situations.
  • Demonstrates strong organizational and time-management skills, with the ability to set and balance competing priorities.
  • Works independently with minimal supervision, managing multiple tasks simultaneously and proactively taking charge when needed.
  • The position requires experience in dealing with confidential materials, prioritizing projects, monitoring project calendars, and tracking tasks in progress.
  • Acknowledge and comply with all departmental SOP, safety, and college requirements.
  • Strong professional ethics and discretion with an attitude of respect for all employed at CoW.
  • Commitment to CoW’s mission, vision and values and demonstrated ability to create and sustain an organizational climate based on inclusion, social justice, and equity.

           

Work Environment: 

  • The office is fast paced, often with multiple things happening at the same time (groups talking, people waiting, telephones ringing, etc.)
  • The noise level in the work environment varies from relatively quiet to mildly loud.

 

Physical Demands: 

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the staff member is regularly required to talk or hear. 
  • The employee frequently is required to sit, stand, walk, or climb stairs; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. 
  • The individual must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. 
  • Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Additional Information:

The College of Wooster does not discriminate on the basis of race, color, sex/gender, gender identity, gender expression, medical condition, political affiliation, religion, creed, ethnicity, national origin (including ancestry), citizenship status, disability, age, marital status, family responsibilities, sexual orientation, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by institutional policy, or by state, local, or federal law. All offers of employment are subject to verification of the legal right to work in the United States as required by federal law. The College of Wooster is committed by policy and practice to diversity, equity and inclusion. For more information see our nondiscrimination policy.