Senior Administrative Assistant

USI Department of History; Evansville (IN); On-site; USD 18,000 - 21,000; Full time

Benefits offered by this job

Full tuition fee waiver for employees,

Retirement plan with 7% contribution

Up to 10 paid vacation days per year

Job summary

University of Southern Indiana is seeking a Senior Administrative Assistant to support the Registrar's Office in Evansville. The role focuses on processing outgoing transcripts and grade changes, supervising staff, and ensuring compliance with privacy and FERPA standards.

The position is non-exempt with standard weekday hours. Responsibilities include supervising staff, processing requests, coordinating with Bursar and Business Office, and maintaining accurate records and audits.

Qualifications

• High school diploma or GED; some college coursework preferred.
• Two years of office or comparable work experience.
• Excellent interpersonal, organizational and communication skills required.
• Ability to maintain confidentiality and handle multiple tasks.

Responsibilities

• Supervise processing of transcript requests (electronic and paper).
• Coordinate transcript processing for special populations and providers; assist with billing reports.
• Assist with information technology testing and portal stability reviews.
• Monitor monthly billing statements and issue credits as needed.
• Oversee storage and distribution of hardcopy transcripts and related materials.

Skills

Interpersonal skills

Organizational skills

Communication skills

Confidentiality

Customer service

Education

High school diploma or GED

Some college coursework

Tools

Word processing

Spreadsheets

Email software

Internet

Job description

Position Summary

Carry out the policies and procedures of the Registrar’s Office, specifically those relating to the processing of students’ outgoing transcripts and grade changes.

• 494320
• Evansville, Indiana, United States
• Office / Clerical Staff

Title: Senior Administrative Assistant

Division: Provost's Office

Department: Registrar's Office

FLSA Status: Non-Exempt

Salary Range: Grade 5: $13.63/hour

EEO Job Group: 5 E6

Duties/Responsibilities

• Supervise and coordinate the processing of requests for electronic and paper transcripts of student's academic records for students and outside agencies.
• Work with other University departments to process transcripts for special populations, such as those students in the College Achievement Program (CAP), internal employees, and international students. Complete billing reports for the Business Office. Coordinate the release of transcripts for students with holds as requested by the Bursar’s Office. Assist the Assistant Registrar with monitoring analytics pertaining to transcript generation.
• Serve as resource to the third-party credentials providers, ensuring accuracy in orders, processing and tracking. Work with the Information Technology department for testing of portal integrity, periodic upgrades and interface stability.
• Monitor monthly billing statements for accuracy; generate credits for students whose transcripts are unable to be processed.
• Establish and oversee processes for expedited processing of transcripts and other documents generated by the Registrar’s Office. Process and authenticate apostilles and notarized diplomas generated by the Registrar’s Office.
• Manage maintenance, storage, accuracy and distribution of hardcopy transcripts; oversee and manage secure storage of traditional transcript paper, hard copy transcript paper and mailers, as well as ensuring adequate supplies.
• Supervise student workers as assigned.
• Train student workers in transcript related processes.
• Manage distribution and processing of Release of Information forms.
• Coordinate release of information to governmental investigating agencies.
• Supervise and coordinate academic record information for change of grade and course repeats.
• Provide clerical support to the office, including answering the phone, assisting office visitors, and processing registration related paperwork as needed.
• Assist with the preparation of letters of certification to include insurance forms, student loan deferment forms, foreign student forms, verification of graduation, etc. as needed.
• Assist with the processing of readmissions as needed. Help evaluate and process incoming readmission forms for students’ classification, majors, academic standing and Fresh Start eligibility.
• Maintain inventory files of forms used in this position.
• Serve as an interviewer with students, parents, faculty, staff, and others as per Public Law 93-380, Family Educational Rights and Privacy Act of 1974.
• Assist office staff with various projects during peak periods.
• Perform scanning and indexing of various registrar related documents and verify the accuracy of documents once they have been scanned.
• Other duties as assigned.

Required Knowledge And Skills

• High school diploma or GED. Some college coursework required.
• Two years’ office or comparable work experience.
• Excellent interpersonal, organizational and communication skills required.
• Ability to work effectively with diverse needs and requests of individuals required.
• Refined attention to detail required.
• Demonstrated proficiency with computers, internet, word processing, spreadsheets, and email software required.
• Ability to assume responsibility for self and subordinates, work under limited supervision and complete projects by deadlines.
• Ability to work effectively during fast-paced periods required.
• Ability to handle multiple projects simultaneously and in an efficient and effective manner required.
• Excellent customer service/public relations skills required.
• Ability to maintain confidentiality required.

Preferred Knowledge And Skills

• 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, to enter data, to retrieve and process information and to create documents.
• The presentation of a consistently professional demeanor at all times, even in difficult, negative or frustrating situations.

Regular Work Hours/Travel Requirements

• Standard work hours are Monday through Friday 8:00 a.m. to 4:30 p.m.
• Occasional overtime required during registration periods 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.

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 [e-mail] or [phone]. 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 [e-mail] or [phone].

EEO Statement

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