Administrative Assistant II

The Administrative Assistant II serves as the first point of contact for the Registrar Office by assisting students, faculty, and staff.  Serves as the main receptionist for the Law School, provides clerical and administrative support to the registrar office, provides efficient and friendly customer service to students, faculty, and staff with general and sometimes specific questions.

• Serving as the Law School Receptionist.

• Handling all incoming phone calls, directing callers and walk-in traffic to the appropriate department and answering general campus questions.

• Responsible for incoming and outgoing packages by signing for deliveries, Fed Ex, maintenance deliveries and notification of packages at the Registrar Office window.  Coordinate package pick-ups with delivery providers.

• Maintains inventory of office supplies and places supply orders from listing and inquiry.

• Prepares reports/research as requested by the department.

• Prepares and submits weekly Registrar Office news to the student newsletter “The Docket”.

• Answering general questions regarding classes and directing students to appropriate registrar resource.

• Pre-screens student petitions for accuracy and completeness, returning to students if necessary, if support documentation is not provided.

• Prepares petitions for review by including FERPA sensitive documents such as transcripts and student schedules.

• Maintains Registrar general email inbox and directing to appropriate staff.

• Maintains calendars and appointment schedules as requested.

• Collecting completed class attendance rosters from the faculty building attendance drop box.

• Performing accurate attendance data entry by utilizing Colleague for all academic sessions.

• Providing student notifications of excessive absences by email (when maximum allowed has been reached).

• Providing student and registrar notifications (when maximum is exceeded).

• Reviewing transcript requests for students and alumni received by Parchment.

• Organizing and filing grading documents, registration documents and graduation documents.

• Assisting with exam preparation utilizing ExamSoft to print exams as needed.

• Assisting by preparing examination boxes for proctors for final examination period.

• Assisting with coordination of exam schedule and reserving examination rooms by utilizing the reservation system.

• Proctoring exams as needed.

• Filing, word processing, tracking or other duties to provide efficient workflow for the office, setting aside regular duties, when requested to do so.

• Preparing file for certificates (i.e. book awards. honors, certificate program awards) for graduates at end of each session and submitting completed file to the Dean’s Office for signature.

• Alphabetizing and filing exam records for each session.

• Assisting with Registration and add/drop for each session.

Qualifications/Requirements

• High School diploma or GED required; associate's degree preferred.

• One to three years strong receptionist and administrative experience required.

• Notary preferred and if not one currently, must obtain commissions certificate and seal within 90 days of hire.

• Excellent Customer Service skills with ability to professionally and courteously interact well with people in person, on the phone and by email.

• Must be cognizant of and in compliance of FERPA regulations.

• Flexible to adapt to changing circumstances in a fast-paced environment.

• Must maintain a high level of confidentiality.

• Ability to make logical decisions for daily responsibilities.

• Ability to carry out multiple assignments/projects with minimal oversight of Registrar in a timely and accurate fashion.

• Computer knowledge, including data entry skills and experience in MS Word & Excel necessary; experience in Datatel Colleague helpful.

• Experience in file management, customer service and attention to detail

• Knowledge of multiple phone line equipment required. 

• Ability to lift/shift boxes of 30 pounds.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.