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Registrar and AARC Administrative Assistant

Posted: 10/07/2021

Department: Registrars Office/Academic and Advising Resource Center (AARC)

Reports to: Registrar and Director of AARC

Status: Non-exempt

Purpose: Responsibilities include managing the Front Desk of the Registrars Office, which involves the following: answering the phone, redirecting calls as needed, welcoming guests, assisting walk-in inquiries, processing all transcript requests, enrollment verifications, and responsibility for multiple other student academic forms. For the AARC, responsibilities will mostly occur during high work volume times of the year with such tasks as assisting with the consortium registration process, mailing out Online Student IDs, creating purchase orders, and ordering supplies.


  • Answers the Registrar's phone and directs all inquiries as appropriate.
  • Explains transcript ordering process to all inquiries
  • Greets and assists all students, faculty, staff, guests who walk into the Registrars Office
  • Processes all transcript requests for all Undergrad, Graduate, and Doctoral students through the National Student Clearinghouse
  • Assists students with Registration questions
  • Processes all Address/Name Change Updates for past and current students
  • Processes all Change of Major/Minor/Advisor changes
  • Retrieve archived transcripts as needed
  • Process all Enrollment Verifications
  • Process Degree Verifications as needed
  • Assess and complete Loan Deferment forms as needed
  • Provide Transcripts to Admissions as requested
  • Preparation of diploma covers for commencement
  • Mailing the diplomas after created by Registrar staff
  • Order supplies for both AARC and RO
  • Create purchase orders for both AARC and RO
  • Accurately create and track needed paperwork for consortium requests and enrollments
  • Create mailings when Online Student IDs are sent from Campus Police

In Addition:

  • Must be able to pay close attention to detail in matters of record accuracy, format, and transcript quality.
  • Knows and complies with FERPA regulations and guidelines.
  • Contributes to team effort
  • Explores new opportunities to enhance the services of the department
  • Helps others accomplish related job results as and where needed

Primary Contacts: Registrars Office staff, Student Administrative Services Staff, Academic Advising Resource Center staff, Academic Division Deans and Department Chairs, faculty advisors, students, Administrative Computing staff, and other members of the University community.

Supervision Exercised: Supervision of student workers in Registrars Office.

Supervision Received: Works toward a previously defined objective with little supervision and uses a wide range of procedures; plans and arranges own work referring unusual cases to the Registrar staff and/or the Director of AARC

Education: Associate Degree

Experience: Knowledge and work experience with the implementation of academic record policies and procedures, work experience in a customer service environment; experience with computerized academic records, course scheduling, and registration system. A demonstrated ability and commitment to diversity, equity, and inclusion.

Specialized Training: Proficient in the use of Microsoft Office programs. Knowledge of Jenzabar CX preferred.


Customer Service:

  • Exhibit a "customer first" orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
  • Adapt willingly and quickly to changing priorities, responsibilities, and students' (or other customers) needs and expectations; anticipate and identify students' (or other customers) needs
  • Demonstrate an ability to facilitate transition and counsel students towards the realization of full educational potential (can be personalized for position)
  • Demonstrated ability to recognize, appreciate and serve culturally diverse populations, special needs, and others
  • Available to rotate through multiple time frames of service operations
  • Demonstrate an enthusiastic approach to duties and a commitment to liberal arts education (if applicable)


  • Collaborate well with others for a cohesive group
  • Communicate, cooperate and collaborate well with others to achieve common office, department, or University goals
  • Willingly assists in various responsibilities as appropriate within the department and other areas of the university as appropriate as required during high service demand times


  • Develop and nurture an effective, productive, and respectful rapport and working relationship with students, faculty and staff co-workers, and various campus and community constituencies maintaining an appropriate level of professionalism
  • Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
  • Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking (if applicable)
  • Communicate information clearly and concisely and listen well to others

Attention to Detail:

  • Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions


  • Take immediate and independent action when necessary assuming initiative for creative problem solving
  • Demonstrate creativity and high energy
  • Accomplish tasks with follow through to completion


  • Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office

Work Environment, Physical Demands:

Multiple service hours; computer data input; multiple concurrent tasks with service interruptions; extensive customer contact; strict confidentiality; detailed work.

To apply, please upload a cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer

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