Administrative Assistant - Office of the Registrar

Augustana College; Rock Island (IL); On-site; USD 32,000 - 35,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Flexible spending accounts or health-s

Life insurance and disability coverage

Retirement plan with company match

Generous paid time off

Job summary

Augustana College is seeking an Administrative Assistant for the Office of the Registrar. This role supports registrar operations, handles transcript requests, and assists with onboarding for non-degree students.

You will work with the registrar and staff to meet the needs of students, faculty and alumni. Qualifications include 3+ years in administrative support, strong communication skills, and proficiency in Microsoft Office.

Qualifications

• 3+ years of experience providing administrative support in a professional setting.
• Excellent oral and written communication skills, detail orientation and organizational abilities.
• Ability to work with confidential information.
• Calm, confident demeanor with students, faculty and staff in busy environments.
• Working knowledge of Microsoft Office, Access and Excel; experience with Colleague by Ellucian is a plus.
• Ability to work with a diverse campus community and provide strong customer service.
• Ability to manage multiple priorities with interruptions.

Responsibilities

• Support the College Registrar and Office of the Registrar activities.
• Assist with transcripts: tracking, production, mailing, transmission and payments.
• Answer phone calls and route to appropriate offices or staff.
• Process onboarding for new non-degree students.
• Provide clerical support: letters, PowerPoint, reports, minutes, information retrieval.

Skills

Administrative support experience

Oral and written communication

Microsoft Office

Colleague by Ellucian

Education

High school diploma or GED

Tools

Microsoft Office

Access

Excel

Job description

Join Our Mission at Augustana College

At Augustana College, we don’t just educate students - we empower them. As a nationally recognized college of the liberal arts and sciences, we invest in engaged learning, maximizing student potential, and building strong community partnerships—the driving forces of our Bold & Boundless Strategic Plan (2024-29).

For our 2,500 students, Augustana offers a collaborative and student-focused environment, in which faculty and staff play an active role in shaping futures through hands‑on learning, mentorship and leadership development. Located on a scenic, wooded campus in Rock Island, Illinois, Augustana is part of the vibrant Quad‑Cities metropolitan area (pop. 470,000), about a 3‑hour drive from Chicago.

We seek mission‑driven professionals who are passionate about student success, innovation and making an impact. If you thrive in an environment that values curiosity, collaboration and the power of transformative education, we invite you to bring your talents to Augustana.

Employees at Augustana enjoy an excellent benefit package including medical, retirement, generous paid time off, tuition benefits for employees and their family members, and much more.

Job Title: Administrative Assistant - Office of the Registrar

Status: Full‑time, non‑Exempt position, 12 month schedule

Reports To: College Registrar

Overview: Supports the College Registrar as well as overall activities of the Office. Works collaboratively with the other Administrative Assistant to ensure the needs of students, faculty, staff, administration and alumni constituents are met on a timely basis. Additionally, works with the degree audit and semester transition teams as needed through the calendar conversion.

Primary Duties:

• Manages the tracking, production, mailing, transmittal and payment of all paper and electronic transcript requests.
• Answers phone calls from students, parents, faculty, other offices and either responds to the need or makes the appropriate referral.
• Process owner for application and on-boarding new non‑degree students.
• Provides clerical and technical support to Registrar and Associate Registrar including writing letters, creating PowerPoint presentations, providing reports, maintaining meeting minutes and finding information from other offices to solve problems.
• Assists with oversight of the physical files for all students (past and present). Adds, deletes and updates information as requested by the Registrar or in accordance with the college’s record retention policy.
• Ensures all departmental processes, student records, and public‑facing publications adhere to federal, state, and institutional guidelines (including FERPA and accreditation standards).
• Ensures strict compliance with federal, state, and institutional policies across all office workflows, official reporting, record keeping, and web publication processes.
• Manages the office calendars, schedules meetings and does event planning for the office.
• As the front line for the Office of the Registrar, assesses urgency of requests and ensures that those in need are put in touch with appropriate resources in a timely manner.
• Prioritizes the office workload and works collaboratively with the other assistant to oversee workload issues and assists in management of student workers to ensure maximum productivity and quality outcomes.

Additional Duties:

• Collaborates with other staff, faculty and administration within the Academic Division, as well as other offices throughout the campus.
• Creates a welcoming environment for students, faculty, staff and alumni who seek the services of the office.
• Other duties as assigned.

Competencies:

• Interpersonal communication
• Intercultural competency
• Office Technology
• Problem Solving
• Prioritization

Skills & Experience:

• 3+ years of experience of related experience providing administrative support in a professional setting.
• Excellent oral and written communication skills, detail orientation and demonstrated organizational skills.
• Ability to work with confidential information.
• Ability to maintain calm and confident with students, faculty, coworkers or families in stressful situations.
• Intermediate working knowledge of Microsoft Office, Access and Excel. Experience with Colleague by Ellucian or other robust integrated database system is a definite plus.
• Ability to work with a diverse group of students and colleagues and members of the campus community.
• Excellent in‑person and phone customer service skills and ability to maintain focus in a busy office environment.
• Ability to effectively prioritize and manage multiple priorities in an environment with frequent interruptions.

Education:

High school diploma or GED required. Additional education and/or experience highly preferred.

Pay and Benefits:

This position is budgeted to pay $15.50 - $17.00 per hour, commensurate with experience and qualifications. We offer a competitive benefits package designed to support the needs of employees. Full‑time employees are eligible for a comprehensive range of benefits including:

• Medical, dental, vision insurance
• Flexible spending accounts or health savings accounts
• Life insurance, disability insurance, and supplemental insurance programs
• Retirement plan with a generous company contribution
• Excellent paid time off/holiday benefits
• Tuition benefits for employees and their family members
• Access to company facilities (gym, pool, health center, etc.)
• You can learn more about our benefit programs at our Benefits website.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be able to lift 15 pounds on a frequent basis. Also required is the ability to listen, hear, speak, read, write, concentrate, and climb stairs, bend, and stoop. Must be able to use a telephone and computer to accomplish a variety of job tasks.

Expected hours of work:

This is a full time position with a 40 hour work week. Standard days and hours of work are Monday - Friday 8:00 am through 4:30 pm during the academic year as well as the summer months. Occasionally, and subject to supervisor approval, overtime may be required.

Travel:

Little to no travel is expected for this position.

EEO Statement:

Augustana is an Equal Opportunity Employer. It is Augustana College’s policy to provide equal opportunity to all qualified employees and applicants without regard to race, color, religion, gender, age, national origin, disability and any other category protected by federal, state or local law.

Note:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities are subject to change at any time with or without notice.