Job Description

Title: Administrative Assistant I

ID: 1708

Department: Registrar's Office

Type: Full-Time Staff

Location: Main Campus

Posting: 08/26/2024

Initial Screening: 09/09/2024

Open Until Filled: Yes

JOB CLASSIFICATION
Pay grade level: Grade 10
Compensation: $34,254 - $47,099. Compensation will be commensurate with education and experience.
Employee category: Staff
Department: Registrar and Records
Reports to: Records Coordinator II 
FLSA status:  Non-Exempt
Job Code: SA090FTNAS1
Location: Primarily Main Campus, but any other college location as assigned by the appropriate administrator

SUMMARY
The Administrative Assistant I serves as a point of contact for the Office of the Registrar’s Office records operations and is responsible for providing prompt, professional, courteous customer service to students, faculty, staff, administration, and the community.

A primary contact and generalist for all Registrar’s Office-related questions and provides exceptional customer service to prospective and current students, faculty, staff, administration, and community members. This person works collaboratively with partners to develop and support the mission and strategic objectives of Kansas City Kansas Community College (KCKCC).

POSITION DESCRIPTION

• Responsible for front-line communications and operations, including but not limited to answering the telephone and email inquiries, processing student record updates to their personal information, their principal and assisting withdrawing from classes, helping students, faculty, and staff to access Self Service and other services,
• Collaborate with the Office of the Registrar team and other college partners to resolve student record errors as identified and reported by Institutional Effectiveness and facilitate the processing of undeliverable student mail and state reporting.
• Collaborate with the Student Success Center team members and other college partners to verify transcript receipt and scan it into the student record promptly when needed for enrollment.
• Accepts, reviews, and accurately process various documents, including but not limited to student record change forms, student and administrative withdrawal forms, add/drop forms, enrollment forms, transcripts, transcript requests, and enrollment verifications.
• Receives, scans, and links student documents for KCKCC’s document imaging system.
• Responsible for assisting with the enforcement and education of the Family Educational Rights and Privacy Act, College policies and procedures, and other relevant laws and regulations related to student records privacy.
• Provides direct support to the Student Records Coordinator II.
• Performs other duties as assigned by Student Records Coordinator II, the Registrar, and the Vice President of Student Affairs and Enrollment management aligned with College and SAEM strategic priorities and goals.

KNOWLEDGE, SKILLS, AND ABILITIES

• Capacity to work in a high-volume office with minimal supervision while performing multiple time-sensitive processes.
• Must be well-versed in college and office procedures and policies to explain office processes to students, parents, faculty, administration, and visitors to the college.
• Demonstrated in-depth knowledge of a diverse and broad range of student registrar and records practices.
• Possess strong written and oral communication skills.
• Must demonstrate a commitment to and ability to work with a diverse student, faculty, and staff population.
• Must demonstrate a commitment to inclusive practices that promote social justice and equity.
• High energy, self-starter who can work with minimal supervision.
• Ability to develop and maintain excellent working relationships and establish credibility with all levels of students, faculty, and staff in the organization and community partners.
• Detail-oriented.
• Working knowledge of Microsoft Office 365 applications.
• Ability to manage several projects with multiple deadlines simultaneously.

MINIMUM QUALIFICATIONS

• High school diploma or GED equivalent.
• Two (2) years of customer service experience.

PREFERRED QUALIFICATIONS

• Associate degree or higher degree.
• Experience in a postsecondary educational or two-year college setting.
• Experience within a higher education institution working with a student population with a highly diverse, first-generation, and financially fragile population.
• Demonstrated experience working with student registration and records services or comparable student affairs office.
• Experience with Ellucian Colleague or a similar student information system.
• Experience with Perceptive Content or a similar document imaging system.
• Multilingual writing and speaking proficiency.

WORKING CONDITIONS
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and occasionally push or lift items. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE
Assigned 40 hours per week, during regular hours of Monday – Thursday, 8:00 am – 6:00 pm and Friday 8:00 am – 5:00 pm. Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.

TO APPLY:

Visit www.kckcc.edu and click on CAREERS for a list of available positions.

• Read the job announcement carefully noting the initial screening date, minimum qualifications, and required information. Note that information contained in your application materials will be used to determine if you meet the minimum qualifications for the position. Make sure you complete/submit all the documents listed as required.
• If the position lists a required transcript (during the application process) unofficial transcripts may be submitted. However, please note that upon selection for hire, you will be required to submit official transcripts.
• Ensure that your transcripts show that a degree was awarded or conferred if you are stating that it is your highest level of education completed. If you certify your level of education and it cannot be verified from your transcript(s), your application may not be referred to the selection committee.
• Foreign degrees are acceptable provided they have been translated and/or shown to have equivalency to a United States: Associate, Bachelor, Master, or Doctorate level degree.
• Documentation verifying completion of a degree, course work within a discipline, or other educational criteria should be electronically attached (uploaded) to your application.
• Three (3) professional references with phone number and email addresses are required.
• A college selection committee is responsible for application review and interviews. The final candidate(s) selected to be hired will be made by the hiring manager.
• Successful completion of a background check on all persons recommended for employment is required Individual hiring departments may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process.

***This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.
 

KCKCC is an Equal Opportunity and Affirmative Action Educational Institution

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