Administrative Assistant

lynn; Green Center (IA); On-site; USD 40,000 - 55,000; Full time

Job summary

Lynn University is seeking an Administrative Assistant to support the Office of the Registrar. The role focuses on processing student forms in the SIS, handling calls, emails, and in-person inquiries while maintaining confidential student records.

The ideal candidate has a High School Diploma (Associate's preferred) and 2–3 years of administrative experience, with strong Microsoft Word, Excel, and PowerPoint skills and the ability to learn new software quickly.

Qualifications

• Must have strong knowledge of MS Word, Excel and PowerPoint.
• Must be able to learn and adapt to new software quickly.
• Excellent organization, confidentiality, and communication skills required.

Responsibilities

• Process forms through the student information system (registration, changes of major, grade changes, leaves of absence, withdrawals, name changes).
• Answer phones and provide basic information with routing of calls.
• Assist with in-person inquiries and respond to emails in campus inboxes.
• Maintain student records and scan documents into imaging system.
• Process transcript requests and other student documents (licensure forms, loan deferments, etc.).
• Schedule appointments for the Registrar and assist with data entry and report preparation.
• Maintain office supplies and calendars, coordinate travel, and support the Registrar’s Office.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Education

High School Diploma

Associate's degree

Tools

Microsoft Office

Job description

Summary: In accordance with the Office of the Registrar's mission statement, this position must apply, interpret, and maintain university policy and ensure the accuracy and confidentiality of student records. The Administrative Assistant will support the Office of the Registrar while overseeing the daily administrative activities of the office.

Job Description

Essential duties and responsibilities:

• Process all forms through our student information system. This includes but is not limited to, registration forms; changes of major; grade changes; leaves of absence and withdrawals; name changes: personal information changes.
• Answer phones, provide basic information with screening and routing of calls.
• Assist with all in-person inquiries.
• Respond to emails in the shared campus registrar inbox as well as personal inbox in a timely fashion.
• Maintain student records in our student information system.
• Process Apostille.
• Scan documents and student files to our document imaging system.
• Process transcript requests and checks for financial clearance.
• Process licensure forms, certifications, loan deferment letters, and other special student requests.
• Set up appointments for Associate, and University Registrar, as required.
• Assist the Associate and University Registrar with data entry tasks as assigned.
• Conduct research and prepare reports for the Registrar and Dean's Office.
• Maintain office supply inventory and ordering.
• Maintain calendars, make travel arrangements, and update pending commitments and appointments.
• Perform other related duties as assigned.

Knowledge, skills and abilities

Must possess strong knowledge of Microsoft Word, Excel and PowerPoint. May use other Microsoft programs as assigned.

The ability to quickly learn and become proficient in new software and technology is essential.

Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs;

Must have the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient; at a high level of professionalism and confidentiality is crucial to this role.

Must demonstrate good judgment, initiative, and attention to detail.

Must possess strong customer service, communication, and organizational skills;

May be required to work independently and produce quality work from conception to completion on assigned projects;

Minimum Requirements

High School Diploma required. Associate's degree preferred

Two to three years of administrative experience required.

Accreditation and equal opportunity

Lynn University does not discriminate on the basis of race, color, gender, religion, sexual orientation, national origin, disability, genetic information, age, pregnancy, parenting status, veteran status or retirement status in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Lynn University does not discriminate on the basis of sex.

Inquiries concerning the application of the non-discrimination policy may be directed to the Lynn University Compliance Officer/Title IX Coordinator at 3601 N. Military Trail, Boca Raton, FL 33431, [e-mail], or [phone]; or to the U.S. Department of Education Office for Civil Rights.

Lynn University is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award baccalaureate, master's and doctoral degrees. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call [phone] for questions about the accreditation of Lynn University. 2020 Lynn University

Americans with Disabilities Act

Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling [phone].

The Annual Security and Fire Safety Report

In compliance with the Clery Act, the University annually provides a report to each student and current employee, as well as to prospective employees and students, that provides a detailed disclosure of information regarding campus security practices (including Emergency Response Plan, Timely Warnings, Emergency Warnings, Missing Persons, fire safety policies, fire prevention data, and Crime Log policies), as well as crime and fire-related incident statistics for the preceding year. The Annual Security and Fire Safety Report is available online at lynn.edu/securityreport

For your health, Lynn University is smoke- and tobacco-free.