Administrative Assistant to Registrar & Faculty (HR title: Administrative Assistant 2)

Southern Methodist University; Dallas (TX); On-site; USD 33,000 - 39,000; Full time

Job summary

Southern Methodist University is seeking an Administrative Assistant 2 to support the Registrar's Office and faculty at the law school. The role involves clerical work, form processing, travel planning, exam support and coordination of makeup exams.

The position requires a high school diploma (bachelor's preferred) and at least two years of administrative experience in a high-volume environment. Proficiency in Microsoft Office and strong communication skills are essential.

Qualifications

• High school diploma or equivalent required; bachelor's degree preferred.
• 2+ years of administrative experience in a high-volume setting.
• Strong interpersonal, verbal, and written communication skills across diverse groups.
• Proficiency with Microsoft Office; willingness to learn new systems.

Responsibilities

• Provide admin support to the Registrar's Office and faculty, including clerical tasks, editing, and publications support.
• Coordinate meetings, travel, and reimbursements for conferences, seminars, and events.
• Prepare and process a variety of academic and administrative forms and certifications; maintain student records.
• Create, distribute, and track electronic forms via DocuSign for multiple programs and requests.
• Assist with registration-related processes and ensure compliance with policies and deadlines.

Skills

Interpersonal skills

Verbal communication

Written communication

Time management

Education

High School Diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Publisher

Adobe Acrobat

DocuSign

Job description

Job Description - Administrative Assistant to Registrar & Faculty (HR title: Administrative Assistant 2) (DED00000495)

Job Description

Administrative Assistant to Registrar & Faculty (HR title: Administrative Assistant 2) - ( DED00000495 )

Description

Hourly Range

$24.70 per hour

About SMU

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University’s small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs.

SMU is data driven, and its powerful supercomputing ecosystem – paired with entrepreneurial drive – creates an unrivaled environment for the University to deliver research excellence.

Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for global impact.

SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.

About the Position

Perform a wide variety of administrative tasks for the Registrar's Office and several faculty members at the law school, including clerical support, processing forms, publication support and editing work, travel planning, meeting set up logistics, scheduling, processing reimbursements, exam support, coordinating makeup exams, tracking of final exams, and other administrative duties.

Essential Functions

• (Faculty) Provide admin support to faculty and adjuncts, inc. assistance w/ academic and course-related needs, word processing, calendaring, databases, and research; provide clerical support inc. keyboarding, composing and editing letters, copying, scanning, maintaining filing, responding to emails, ordering textbooks, and disseminating info; edit faculty articles for publications; mail reprints.
• (Faculty) Arranges meetings and travel arrangements for conferences, seminars, symposiums, and other events; coordinates travel reimbursement and other expense reimbursements.
• (Faculty) Working with faculty and other staff, coordinates dissemination of and tracking of final exams, and provides information to students and faculty regarding final exams as directed.
• (Registrar) Prepare and process a variety of academic and administrative forms, letters, and certifications, including Character and Fitness documentation for bar examination applicants, letters of good standing, class rank certifications, and documentation for external organizations and agencies; coordinate and maintain student records through document management activities, including scanning.
• (Registrar) Create, distribute, track, and process electronic forms and approvals through DocuSign for a variety of academic programs and student requests, including clinic enrollment, directed research, externships, law review participation, advocacy program enrollment, study-away petitions, application amendments, graduate-level course requests, and withdrawal requests.
• (Registrar) Coordinate scheduling and administration of make-up examinations.
• (Registrar) Prepare and process transfer documentation and related materials for students seeking to transfer to other institutions.
• (Registrar) Assist with registration-related processes and maintain accurate records to ensure compliance with institutional policies, procedures, and deadlines, including comparing information in my.SMU to website and materials distributed to students.
• (Registrar) Respond to inquiries from students, faculty, staff, alumni, and external organizations regarding academic records and administrative processes.
• (Miscellaneous) Covers time out of the office for other administrative assistants; provides overflow support to other administrative assistants as needed; perform other duties and special projects as assigned.

Qualifications

Education and Experience:

A high school diploma or equivalent is required. Bachelor's degree is preferred.

A minimum of two (2) years of work experience in an administrative assistant or similar support role in a high-volume setting is required.

Knowledge, Skills and Abilities:

Candidates must demonstrate strong interpersonal, verbal, and written communication skills, with the ability to communicate effectively and broadly across the University and develop and maintain effective relationships with a wide range of constituencies, including students, faculty, and staff.

Candidates must be able to maintain paper and electronic files, work independently, anticipate issues, and work effectively under the supervision of several faculty members, as well as the Assistant Dean for Administration.

Candidates must possess strong problem-solving skills, with the ability to identify and analyze problems and devise solutions. Candidates must also have strong organizational, planning, and time-management skills.

Candidates must demonstrate high-level competency with the Microsoft Office Suite (Word, Excel, and PowerPoint). Candidates must also have the ability and willingness to learn new systems as they are implemented. Knowledge of Publisher and Adobe Acrobat is preferred.

SMU is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression.

Benefits and Compensation

SMU offers staff a broad, competitive array of healthand related benefit s. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMUand, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.