Senior Administrative Assistant

Position Summary

Serve as receptionist to assist students, faculty, staff, and others visiting the office and to answer the primary phone line. Assist in schedule development, room scheduling, and processing class change forms. Assist with scanning, indexing, and maintaining documents stored electronically in document imaging system.

Duties/Responsibilities 

• Greet and assist visitors to the office.
  
  
• Answer primary office phone line.
  
  
• Work with Assistant Registrar during the schedule development process to edit, update, and maintain up-to-date course information and offerings.
  
  
• Process class change forms (e.g., room change, maximum enrollment change, instructor change, and class addition/cancellation) and make recommendations as appropriate on request from colleges. Recommendations require investigation and matching needs based on room availability and suitability of request with regard to room capacity, technology needs, and general overall layout.
  
  
• Advise students, faculty, staff and the general public of the University’s academic policies and practices as they relate to registration and records data.
  
  
• Assist with scanning, indexing, and maintaining documents in document imaging system following prescribed data standards.
  
  
• Maintain academic enrollment data including adding/dropping of courses and withdrawals.
  
  
• Verify accuracy of processed documents (add/drop forms, grade forms, etc.)
  
  
• Assist office staff with various projects during peak periods.
  
  
• Serve as back-up to verify transcript orders submitted in Parchment system.
  
  
• Serve as back-up to receive and distribute incoming mail.
  
  
• Serve as an interviewer with students, faculty, staff and others as per Public Law 93-380, Family Educational Rights and Privacy Act of 1974.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• High school diploma or GED required.
  
  
• Must possess strong interpersonal, organizational, and communication skills.
  
  
• Must be able to communicate university policies and procedures regarding registration as well as registrar office policies and procedures.
  
  
• Ability to work effectively with diverse needs and requests of individuals.
  
  
• Demonstrated proficiency with personal computers, word processing and spreadsheet software, and multi-line phone system.
  
  
• Ability to assume responsibilities and work under limited supervision.
  
  
• Ability to multi-task and set priorities to complete responsibilities in a timely and efficient manner.

Preferred Knowledge and Skills

• College coursework preferred.
  
  
• Experience in a university Registrar’s Office preferred.

Functional Requirements

• Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties.
  
  
• Physical access to other workstations, other departments and meeting rooms throughout campus as required for coordination, oversight and meetings.
  
  
• Ability to use computers and computer systems (hardware and software) to set up functions, enter data, to retrieve and process information and to create documents. Ability to retrieve information from written documents and from computer-generated reports.
  
  
• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations such as when handling complaints.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.
  
  
• Occasional overtime may be required during peak periods of the year or as needed.

About USI          

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees, spouses, and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities