Administrative Assistant 1 - Registrars Office (Records) (NY HELPS)

$39,215 - $46,306/Yr

State University of New York - Oswego, NY

Full-time - Entry Level

Oswego, NY

Educational Services

About the position

The Administrative Assistant 1 position at the Registrar's Office of the State University of New York at Oswego is a full-time permanent role responsible for supporting various administrative functions within the office. The role involves managing front desk activities, processing academic records, and supervising student workers, among other responsibilities. This position is part of the NY HELPS program, allowing for non-competitive appointments and potential conversion to permanent status after satisfactory performance.

Responsibilities

• Support front desk activities for both records and the main Registrar service area, including answering phones and electronic correspondence.
• Oversight of transfer credit processing, off-campus study approval, data entry, assist with maintaining transfer course equivalencies.
• Coordinate posting of academic credit for overseas study through International Education programs.
• Support processing and mailing of transcripts for the CAPA program.
• Process student academic records, including grade changes, recreation of archived records to the student information system.
• Facilitate major/minor processes; distribute major/minor reports and additional file sharing as needed, monthly record cleanup and cancellation requests.
• Assist students with FERPA and respective proxy access.
• Provide change of major support for students and advisors.
• Oversight of daily transcript processing, process record area incoming and outgoing mail, supervise staff/students assisting.
• Ensure accuracy of transcript orders, respective accounting and deposits, monthly tracking.
• Supervise student workers, including coordination of daily work duties.
• Assist with processes and questions pertaining to student academic records.
• Coordinate and maintain update of academic records area procedure manual, including office forms, and ensure adherence to current policy and procedures.
• Update student records including name changes, SSN updates, deceased and confidentiality indicators, assist with records release requests.
• Maintain a records office filing system, both electronic and paper (transcript data resorts, student records requests, OVS supplements, grade changes, OCSA, etc.).
• Assist with special processes as assigned.

Requirements

• Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration for Trainee 1.
• One year of experience in administrative support for Trainee 2.
• Two years of experience in administrative support for Administrative Assistant 1.
• Ability to pass a keyboarding test demonstrating the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
• Certification or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Nice-to-haves

• Experience reviewing information requests.
• Ability to analyze information.
• Excellent written and verbal communication skills.
• Strong organizational skills and ability to prioritize multiple assignments.
• Ability to work cooperatively in a team-based setting.
• Proficiency in Microsoft Word and Excel applications and other database applications.

Benefits

• Salary commensurate with qualifications and experience.
• Excellent benefits package including health insurance, retirement plans, and paid holidays.