Academic Records Specialist and Administrative Assistant

Job Summary

Under the supervision of the Registrar, this position provides administrative and customer service support for the Registrar's Office. The Academic Records Specialist and Administrative Assistant serves as a primary point of contact for students, faculty, staff, and the public, assisting with registration, records management, academic data maintenance, and student information services. The position assists with ensuring accurate processing of student records while maintaining compliance with FERPA regulations, university policies, and established office procedures.

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position.  Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties.

• Assist the university in implementing the statement of purpose.
• Assist the university in implementing the institutional and financial plan.
• Receive and perform general instruction from the Registrar.
• Serve as primary contact for students, faculty, staff, and the general public at the counter, over the telephone, and in the general Registrar’s Office email.
• Reply timely to inquiries (by phone, in person, and by email), select relevant data from a variety of sources and direct inquiries to appropriate person and/or unit. 
• Assist with registration, add/drops, and updates of student information in Student Information System (SIS).  
• Analyze day-to-day practices of workflow systems and best practice standards to create and revise streamlined processes. 
• Maintain a high level of confidentiality and tactfulness in accordance with FERPA requirements and university policy.  
• Update student information in SIS as directed by the Registrar. 
• Manage office calendar of events and deadlines
• Assist with Commencement ceremonies and with any assigned corresponding processes. 
• Assist Registrar’s office staff during peak times, i.e.  transcript ordering system and other areas as directed by the Registrar 
• Perform back-up duties as assigned by the Registrar 
• Assist with processing CLEP/AP/IB scores as needed 
• Performs other job-related duties as assigned.

Required Qualifications

• High School diploma
• Ability to use common office software, including Microsoft Office Suite (Word, Excel, and Outlook), TEAMS, Machforms, etc.   
• Ability to learn WCU’s student database system in depth. 
• Ability to communicate effectively, both verbal and written.  
• Excellent interpersonal and organization skills.  Must always present a professional and respectful manner when dealing with a variety of situations and people.
• Superior work ethic and ability to exercise good judgment, demonstrate tactfulness and discretion at all times, and maintain confidentiality.  
• Ability to respect the relationship between the Registrar’s Office functions and their effect on the job functions of other departments.
• Ability to multi-task, complete multiple assignments, work independently, as well as with others, possess a team player approach, and solve problems.  Must have a high attention to detail and accuracy, and ability to meet deadlines and establish priorities.  
• Must be punctual, regular in attendance and able to work required hours in an on-campus setting.

Preferred Qualifications

• Bachelor’s degree  
• High level of technical proficiency

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment, including a computer, calculator, copier, and scanner.
• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone.
• Must have the ability to sit for extended periods of time.
• Must have the strength and agility to move files, boxes, and minor equipment.
• Must have the ability to lift and carry up to 25 pounds to assist with commencement events.
• Must be able to transport mail to and from the office as needed.
• Must be able to perform duties in an on-campus setting