Administrative Assistant, Student Record & Admissions

Caldwell Community College & Technical Institute   Hudson, NC   Full-time     Administration / Clerical
Posted on December 28, 2021
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Administrative Assistant, Student Records and Admissions


SALARY: $2,374.67 - $2,770.50 Monthly

OPENING DATE: 12/21/21

CLOSING DATE: 01/17/22 11:27 AM

DESCRIPTION:

To perform a variety of responsible and confidential administrative, secretarial and clerical duties in support of the Admissions and Records, and the Registrar's offices. Also, provide support to the Division of Student Services while maintaining the accuracy and security of all records.

EXAMPLES OF DUTIES:

Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:
Greet and assist visitors; answer questions in a courteous manner; provide information within area of assignment
Assists students, staff and faculty in person, by phone and e-mail by providing accurate information and direction that reflect policies and procedures of Admissions, Records and Registration.
Provide information and forms to the public as needed; apply departmental policies and procedures in determining completeness of applications, forms, records and reports.
Contact the public and outside agencies in acquiring and providing information and making referrals.
Understands and acts within the guidelines of local, State, and Federal regulations by confirming student identity and maintaining privacy standards.
Receives and accurately processes forms relating to admission, registration, student records and degree evaluations.
Participates in student registration activities and provide information and assistance to students regarding the application and registration process, required forms for admission and matriculation, critical deadlines, and general program requirements.
Enters and updates student data in appropriate databases.
Operates a variety of office equipment including a phone system, copiers, facsimile machines and computers; input and retrieve data and text; utilize various computer software programs.
Participates in the researching of complex problems and discrepancies in records, transcripts, and course schedules.
Coordinate and schedule clinical site visits for all Health Science applicants.
Provide administrative assistance to the Testing Center.
Marginal Functions:
May type from rough draft or verbal instruction; take and transcribe dictation using shorthand or dictation equipment as re­quired.
Perform para-professional support work as assigned including special research projects.
Coordinate and assist with department workshops; make logistical support arrangements including meeting room reservations, catering, registration, handouts and name tags, clean-up and member services.
May order and maintain adequate supplies as required; perform emergency maintenance duties as needed.
May receive, open, sort and distribute mail.
Participate in professional development and required employee training.
Perform other duties as assigned.
This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

QUALIFICATIONS AND WORKING CONDITIONS:

Knowledge of:
Operations, services and activities of assigned department.
General principles and practices of fiscal, statistical and administrative data collection and report preparation.
Business letter writing and report preparation techniques.
Advanced principles and procedures of record keeping and reporting.
Modern office procedures, methods and computer equipment.
English usage, spelling, grammar and punctuation.
Basic accounting and mathematic principles.
Pertinent Federal, State and local laws, codes and regulations.
Various computer software programs and networks.
Alpha and numerical filing systems.
College registration procedures.

Ability to:
Perform responsible and difficult date entry work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the CCC&TI campus as neces­sary to assume assigned responsibili­ties.
Take and transcribe dictation, if required by assigned position, at a speed necessary for successful job performance.
Interpret and apply administrative and departmental policies, procedures, laws and regulations.
Work independently in the absence of supervision.
Compile and maintain confidential records.
Independently prepare correspondences and memorandums.
Type and word process at a speed necessary for successful job performance.
Maintain the security of confidential matters.
Participate in researching, compiling, analyzing, interpreting and preparing a variety of fiscal, statistical and administra­tive reports.
Operate and use modern office equipment including a computer.
Work cooperatively with other departments, department officials and outside agencies.
Respond to difficult requests and inquiries from students, faculty and staff.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work.

Environmental Conditions:
The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace, working closely with others, and periodically working irregular hours.

The employee must maintain the office and teaching environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

Physical Conditions:
Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, reaching above shoulder, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.

The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions:
This is a full-time, 12-month position working 40 hours per a week, generally Monday through Friday, 8:00 AM to 5:00 PM, with two evenings per week until 7:00 PM. Availability for both day and occasional evening work on any Caldwell Community College & Technical Institute site (or arranged off-campus site) is required during peak periods.

Traveling Conditions:
Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences.

EXPERIENCE AND TRAINING:

Experience:
Minimum one year of prior secretarial or administrative experience required. Proficiency in Microsoft Office required.

Training:
Associate degree required. Preference given to a degree in secretarial sciences, office administration, office technology, business administration, or a related field. Proficiency in Microsoft Office required.