The University of Pikeville (UPIKE), the Leading University in Central Appalachia, is seeking a part-time Registrar’s Assistant. The Registrar’s Assistant will perform clerical services to the entire academic community in the Registrar’s office and serve as assistant for the University Registrar, Associate Registrar, and Assistant Registrars by performing the following responsibilities:
Upholds the integrity of the Registrar’s Office and all parts of the University of Pikeville. Will not allow anyone else to use his/her username/password or otherwise obtain access to all types of academic records. He/she agrees to protect his/her username/password against inadvertent disclosure and/or share his/her name/password with other individuals or entities. He/she agrees to comply with all federal, state and local requirements pertaining to the security, confidentiality and privacy of information maintained by the University of Pikeville, including the Federal Family Educational Rights and Privacy Act (FERPA).
Functions as a receptionist: Duties include, but are not limited to answering telephone, in-person and e-mail inquiries and requests; ascertains the nature of business of each, and then disperse them to appropriate person or persons. Also, schedules appointments for registrars using Outlook Calendar; maintains good customer service; and distributes copies of all forms maintained by the Registrar’s office.
Handles incoming and outgoing mail for the Registrar’s office.
Orders all office supplies, completes purchase orders, check requests, expenditure vouchers and work orders generated within the Registrar’s office.
Performs inventory of forms in stock for everyday use, maintains copier machine including placing service calls, and places printing orders, as needed.
Performs scanning using Image Now, verifying scanned documents, linking, and purging/shredding of academic permanent files/records, as well as filing.
Assist students with the registration process; checking forms, inputting student’s class schedules into the computer database; processes drops, adds, and withdrawals; assigns advisors; changes, adds, activates, withdraws academic programs; etc. that includes organizing, alphabetizing, and filing documents.
Process transcript requests.
Prepares deferments; letters of good standing; enrollment verification letters/forms, insurance forms, mail merges, envelopes, reports, etc.
Performs data-entry into Colleague of information from various forms.
Performs data-entry, updates and tracks first-year studies (FS 100 and FS 105) requirements.
Assists with registration of students.
Assists with data-entry of class schedules.
Assists with prerequisite checking.
Assists with data-entry of transfer credit.
Assists with all aspects of Grad Fair.
Assists with the preparation and implementation of graduation ceremonies.
Performs additional duties as required by the University Registrar; including, but not limited to, taking and transcribing minutes as meetings, typing, data research, or copying and assembling materials.
Utilizes word processing, the Internet, electronic mail, spreadsheets, databases and other computer and technologically enhanced learning tools to carry out responsibilities in an efficient and thorough manner.
Demonstrates willingness to continue training and/or education to meet changing needs and procedures in academic administrative support services.
Performs other duties as assigned.
Some college or technical/vocational school (1-2 years) with business studies.
Some (1-2 years) experience using basic clerical skills.
Must have ability to multi-task.
Must have excellent written and oral communication, organizational, typing, and critical thinking skills.
Must be proficient with Microsoft Office, particularly Word and Excel.
Must be familiar with conducting research on the Web.
Must have experience working with office equipment, e.g. computer, copier, telephone (multi-line), printer, and scanner.
The University of Pikeville offers a competitive salary commensurate with qualifications and experience.
Important Notes: Resume and other application materials will be reviewed to determine if you meet the required qualifications for the position. If it is determined that you meet the required qualifications, your application materials will be used to identify a top group of the most highly qualified candidates. Please, specifically address the qualifications, competencies and desired qualifications in your resume and application materials.
The University of Pikeville is committed to providing a safe and productive learning, living and working community. To achieve this goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history.
The University of Pikeville is an equal opportunity employer committed to assembling a diverse, broadly trained faculty and staff. The University of Pikeville does not discriminate on the basis of race, ethnicity, color, sex, gender, gender identity, sexual orientation, religion, national origin, age or disabilities in its programs, activities, hiring, or the admission of students. Inquiries may be directed to the University of Pikeville Title IX Coordinator by calling 606-218-5216.
For more information about the University of Pikeville, please visit http://www.upike.edu. Interested applicants should complete the online application by visiting http://jobs.upike.edu. In addition to the application, interested applicants are requested to attach to their application a letter of interest, current resume, and the contact information for three to five professional references.
Founded in 1889 by Presbyterians, the University of Pikeville is committed to offering a broad liberal arts and sciences education. This foundation provides opportunities for students to develop their full academic and personal potential and prepare for specific careers. The University of Pikeville is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award associate, baccalaureate, master's and doctoral degrees.