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Administrative Assistant
DATE:   7/17/2019
JOB TITLE:   Administrative Assistant
JOB STATUS:   Full time
FLSA STATUS:   Non-Exempt
WORK LOCATION:   Butler
TITLE OF IMMEDIATE SUPERVISOR:   Associate Registrar
DEPARTMENT:   Registrar
SECTOR:   Academic

SUMMARY:

The Administrative Assistant provides administrative and clerical support for the department; as well as ensuring that all information and materials are maintained accurately and all reports and services are delivered accurately and in a timely manner.  The administrative assistant will primarily assist with functions related to academic records, degree audit and transfer credits. 


ESSENTIAL DUTIES:

Coordinates receipt of external transcripts and funnels through appropriate processes; Enters transfer courses on student records to activate/create transfer equivalencies as well as works in the TES database system;  Works in the SLATE system to upload/download documents, as well as create, run and work various reports;  Facilitates the flow and timing of processes and information according to the cycle of the transfer credits submissions and enrollment;  Works in Degree Audit within Colleague and performs various processes, such as substitutions and overrides;  Assists students (past, current and future), as well as faculty and staff with degree audit and transfer credit matters;  Works closely with the Academic Dean’s Offices and the Office of Admissions;  Assist in monitoring and maintaining confidentiality of files; Data entry and processing of supplemental data forms;  Other administrative duties, such as assisting at the customer service counter, registration, answering the department main phone and updating student profiles; Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University.  Any question regarding the confidentiality of material, should be referred to the supervisor.  Any violation shall subject the employee to disciplinary action, up to and including termination of employment; Perform other duties as assigned.


GENERAL DESCRIPTION:

% of Time  

10%  Assist with transfer credit equivalencies and utilizes TES database  

40%    Data entry of transfer courses and report generation  

40%    Assist with the degree audit process  

  5%    Assist with registration and drop/add  

  5%    Other duties as assigned by supervisor  


REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information; Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work;  Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine;  Ability to receive telephone calls, respond to inquiries and effectively communicate with others;  Computer literate, including Microsoft Office, and ability to learn new computer software programs; Excellent organizational skills with attention to details.  Ability to perform all essential job functions accurately with minimal direct supervision; Ability to display sound judgment to insure timely processing and completion of assigned tasks;  Office management skills with the ability to work independently and accept responsibility; Ability to be flexible and cordial to all visitors and customers and maintain confidentiality; Strong verbal and written communication skills.


ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required.  Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement.  All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

 


QUALIFICATION STANDARDS:

High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities; A minimum of four years of experience performing similar tasks is required; Prior work experience in an educational setting is preferred.




Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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