Customer Service Specialist - Registrar

Amarillo College; Amarillo (TX); On-site; USD 21,000 - 30,000; Part time

Job summary

Amarillo College is seeking a Part-Time Customer Service Specialist in the Registrar’s Office to support students, faculty, and staff. This role provides vital administrative and customer service assistance, handling inquiries by phone, email, and in person with professionalism and confidentiality.

Responsibilities include researching degree information, processing transcripts and enrollments, and maintaining accurate records while complying with FERPA and college policies.

Qualifications

• Must have a High School Diploma or GED.
• One year of customer service experience in an office.
• Preferred: some college coursework and strong written/verbal communication.
• Able to handle requests promptly while maintaining privacy and confidentiality.

Responsibilities

• Maintain FERPA/privacy compliance for student records.
• Provide timely customer service to students, faculty, and staff via phone, email, and in-person interactions for Registrar Office services.
• Accurately research, verify, and provide degree information, enrollment status, and other releasable student records as permitted.
• Process and fulfill requests for transcripts, diplomas, and enrollment verifications both in person and electronically.
• Participate in and complete required training sessions, professional development opportunities, surveys, and evaluations.
• Prepare and manage departmental correspondence, including letters, memos, forms, reports, databases, and other documentation.
• Identify and escalation complex or higher-level inquiries to appropriate Registrar Office staff or leadership for resolution.
• Ensure all student forms received via email or hard copy are processed promptly and accurately and properly imaged to appropriate student record.
• Assist faculty, students, and administrative personnel with questions related to Registrar Office procedures and policies.
• Maintain a clean, organized, and welcoming office environment that safeguards important records and documents.
• Perform other work-related duties as assigned.
• As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring striving to serve students, peers and the community by embracing the AC Core Values:Integrity, Curiosity, Accountability, Relevance, and Engagement!

Skills

Interpersonal skills

Communication skills

De-escalation skills

Microsoft Office

Teamwork

Discretion

Education

High School Diploma or GED

Some college coursework

Tools

Microsoft Office

Colleague

Adobe Acrobat

Nitro

Job description

At Amarillo College, our mission is: Transforming lives through learning, creating opportunities for student success, and nurturing prosperity for the Texas Panhandle.

Every team member, regardless of job title or duties, is responsible first and foremost, for assisting students in every way.

Part-Time Customer Service Specialist - Registrar

works 19 hours per week: Monday-Wednesday from 1-6, and Thursday 2-6, providing vital administrative and customer service support to students, faculty, and staff within the Registrar’s Office. This role requires prompt, accurate, and professional handling of a variety of requests and inquiries received via phone, e-mail, and in person. This role is essential in delivering a positive experience for all customers by promptly and effectively addressing their needs while complying with privacy laws and institutional policies.

Education

Required: High School Diploma or GED

Preferred: Some college coursework.

Experience

Required: One (1) year of customer service experience in an office environment.

Preferred: Two (2) or more years of customer service experience in an office setting.

Responsibilities

• Maintain strict compliance with FERPA, Amarillo College, state, and federal regulations to protect student privacy and confidentiality.
• Provide timely and professional customer service to students, faculty, and staff via phone, email, and in-person interactions for Registrar Office services.
• Accurately research, verify, and provide degree information, enrollment status, and other releasable student records as permitted.
• Process and fulfill requests for transcripts, diplomas, and enrollment verifications both in person and electronically.
• Participate in and complete required training sessions, professional development opportunities, surveys, and evaluations.
• Prepare and manage departmental correspondence, including letters, memos, forms, reports, databases, and other documentation.
• Identify and escalation complex or higher-level inquiries to appropriate Registrar Office staff or leadership for resolution.
• Ensure all student forms received via email or hard copy are processed promptly and accurately and properly imaged to appropriate student record.
• Assist faculty, students, and administrative personnel with questions related to Registrar Office procedures and policies.
• Maintain a clean, organized, and welcoming office environment that safeguards important records and documents.
• Perform other work-related duties as assigned.
• As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring striving to serve students, peers and the community by embracing the AC Core Values:Integrity, Curiosity, Accountability, Relevance, and Engagement!

Skills / Competencies

• Exceptional interpersonal skills with the ability to interact professionally and courteously with diverse individuals.
• Proven ability to manage stressful or difficult situations calmly and effectively, including de-escalation techniques.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable using digital document tools such as Nitro or Adobe Acrobat.
• Capable of working independently with minimal supervision, as well as collaboratively as part of a team.
• Strong written and verbal communication skills, with the ability to clearly and accurately convey information.
• Commitment to creating and maintaining a warm, friendly, and welcoming atmosphere within the office and across campus.
• High level of discretion and dedication to maintaining confidentiality with sensitive student and institutional information.
• Working knowledge of Amarillo College policies, Registrar procedures, and safety regulations.
• Detail-oriented with excellent organizational skills to manage multiple tasks and ensure accuracy in processing documentation.

Salary

Amarillo College follows a lag pay strategy, with starting offers typically between the minimum and midpoint of the pay grade, rarely reaching the maximum to support long-term growth within each position.

Pay grade 6 (salary is determined by Human Resources based on education, work experience and internal comparisons).

Physical Demands

While performing the duties of this job, the employee is frequently required to travel between offices and buildings, and requires the ability to lift, carry, push, pull and/or maneuver office supplies as needed.

Working Conditions

Must be willing to work a flexible schedule (days, nights, weekends, holidays, and varying events if necessary).

Work Environment

This position operates in a professional office environment, routinely uses standard office equipment (i.e. computers, phones, copy and fax machines, filing cabinets) and is in a high traffic area with continual interruptions. Software commonly used includes Microsoft Office, Colleague, and various other educational applications. Work may also be performed outside of the office and with little to no supervision.