Administrative Support Specialist

About the job

Not Eligible for Visa Sponsorship

VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S

Primary Purpose of Position

The Receptionist/Records Specialist is the professional, courteous first contact for students, faculty, staff, and parents who come to the Advising Center, join via Zoom, or call. This person carefully listens to each person to determine what services they need, whether it is checking a student in for an appointment, answering the phone, or helping office staff with clerical tasks. This person will assist students with registration issues and basic questions about their student record. This person manages the front office, handles in-person or Zoom traffic, answers phones, prepares electronic files for advising and senior check appointments, works with other records specialists to process reports and update student records, performs clerical tasks and basic record specialist functions, and must manage a large base of knowledge that frequently changes. This person will add permits and overrides during registration and drop/add periods and assist with maintaining academic plans. This person provides a welcome, helpful presence to each person who contacts our advising center and assists staff with other duties, as assigned

Minimum Qualifications

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.

Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA. Examples of competencies are typical of the majority of positions, but may not be applicable to all positions. Diplomas or degrees must be received from appropriately accredited institutions.

Essential Job Functions

This position requires a highly reliable, team player with a professional and courteous demeanor who is analytical, patient, self-directed, and works well in a busy, high-traffic, service-oriented office.

This person must be able to:

• Set priorities to accurately and quickly accomplish a wide variety of tasks while experiencing frequent interruptions to assist students, staff, faculty, and parents

• Possess strong organizational skills and be able to manage a constantly changing set of policies, procedures, and requirements

• Expertly use Banner Student, DegreeWorks, WebFocus Dashboard, DocuWare, Zoom, MS Office, Google Workspace, Appointment scheduling software, email, multi-line phones, copiers, and fax machines

• Have strong knowledge of the major/minor curricula in the Walker College of Business, University and College policies and procedures, and protocol for exceptions to policy

• Use excellent written and verbal communication skills

• Enjoy engaging with the public

• Constantly maintain a professional, friendly demeanor, as this position has frequent times of high activity

Knowledge, Skills, & Abilities Required for this Position

This position requires a highly reliable in-person presence and a team player with a professional and courteous demeanor. Someone who is analytical, patient, self-directed, and works well in a busy, high-traffic, service-oriented office.

This person must:

• Demonstrate strong autonomy and is able to set priorities to accurately and quickly accomplish a wide variety of tasks while experiencing frequent interruptions to assist students, staff, faculty, and parentsd parents

• Active problem-solver who independently identifies and resolves roadblocks or issues that arise daily

• Possess strong organizational skills and be able to manage a constantly changing set of policies, procedures, and requirements

• Expertly use Banner Student, DegreeWorks, WebFocus Dashboard, DocuWare, Zoom, MS Office, Google Workspace, Appointment scheduling software, email, multi-line phones, and copiers

• Have strong knowledge of the major/minor curricula in the Walker College of Business, University and College policies and procedures, and protocol for exceptions to policy

• Use excellent written and verbal communication skills

• Constantly maintain a professional, friendly demeanor as this position has frequent times of high activity

Preferred Qualifications

Two years of post-high school education At least two years of work in a position dealing with records maintenance At least 2 years of professional customer experience Experience with enterprise-level software for record-keeping and/or client management

Required Functional Competencies to Successfully Perform Job Duties.

Communication-Verbal: Presents ideas in a clear, concise, organized manner. Explains and applies the University policies and procedures to meet the specific needs of students. Advises students, faculty, staff, and administrators in matters related to student records issues as appropriate.

Information/Records Administration: Processes pre-graduation audits, graduating senior applications, surcharge information, NCAA audits, and visiting student requests. Reviews data and information for completeness and accuracy per academic policies and procedures. For School of Music only: Recognizes, defines, and resolves problems involving audition scheduling.

Office Technology: Selects, understands and fully applies features in Banner and other software programs in processing student information. For School of Music only: Selects, understands, and fully applies a variety of features in database software.

Physical Demands of Position

General administrative duties. Long hours in front of a computer.

Competency Level Statement

If no applicants apply who meet the required competencies, then management may consider other applicants at a lower competency level.

Special Instructions to Applicants

Please attach the required documents:

• Cover Letter

• Resume

(Optional) Either attach a List of References with contact information or provide a minimum of 3 professional references in the application.