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Administrative Assistant II

Apply now Job no: 492809
Categories: Staff
Department: Registrar

Perform a wide variety of complex and responsible tasks, while maintaining confidentiality, in record keeping and support of students, parents, faculty, alumni and staff.  Interpret and adhere to FERPA laws and college regulations.  Provide customer service in person, by phone and email.  Possess an interest in and aptitude for learning new processes and technologies. Daily work will include student record maintenance, requests for information, booking classroom spaces, assisting with academic events on campus, curriculum management, and assisting the Registrars with reporting and evaluation of transfer credit.

Position Duties:

Student Record Maintenance and Requests for Information: Analyze record modification requests; Update records and follow data entry standards; Perform data checks to ensure consistency and accuracy. ie personal information, major and minor declarations, transfer credit, grade change processing, schedule production, status changes and register students.  Research and resolve discrepancies; Enter Advanced Placement credits- task involves interpretation and in-depth knowledge of the curriculum; Scanning and indexing all documents for student records into OnBase system; Provide students, faculty and staff with information pertaining to student records; Interpret and explain complex College policies using the Catalog and Academic Regulations; Provide guidance and advice to students, faculty and staff about the College’s policies pertaining to student records; Deliver information by phone, reports, in-person and email; Produce official transcripts and verification letters for third parties.

Classrooms: Respond by email, in-person and phone to faculty, staff and student classroom reservation requests in a timely manner; Provide an explanation of room scheduling policies and assist customers in room selection.  Resolve and investigate all room scheduling conflicts.  Work closely with the Physical Plant and Classroom Technology Administrator with any problems that arise.  Work closely with the Associate Registrar to do detailed audit of classroom furnishings; Maintain and update EMS (room scheduling tool) and Banner; Work with the Registrar on assigning classrooms for the fall and spring schedules    

Graduation – Related Responsibilities:  Work with Career Services and with vendors to organize Senior Salute event.  Also, coordinate with temporary staff member to assist with this event; Monitor inventory of graduation regalia for seniors; Work with students and Dean of the Faculty to insure accuracy of name pronunciation; Work with the President’s Office, Physical Plant, College Church, and College Relations to plan for and organize Baccalaureate, Graduate’s Dinner, and Commencement; Solicit and supervise coordinators for volunteer ushers for these events and personally work all three; Collect and organize program information from all offices and areas involved, serving as liaison to College Communications; Assist other staff in setup of Gallery and Baker for student lineup in program order, with each seat (or spot on the floor) having the student’s name taped to it.  Assist at the event in making sure that the lineup proceeds as it should.

Maintain College Catalog - Using Acalog, maintain the College Catalog as curricular changes arise; Complete projects related to linking Catalog content with the website.

Other duties as assigned - Set-up and help coordinate the self-scheduled exam center for the fall and spring semester; Work closely with the Registrar, Associate Registrar, Assistant Registrar and other staff members on running reports and evaluating transfer credit; Maintain flexibility in approach to customer service, establish and maintain a good rapport with other offices on campus; Monitor website for any updates that need to be made; Maintain the office’s social media outlets.


High School Diploma, Associates or Bachelor’s Degree preferred.  Experience to successfully work under pressure and meet deadlines.  Experience to successfully maintain positive interpersonal relationships. Provide quality customer service. Maintain satisfactory work performance and attendance records.  Possess strong verbal and written communication skills. Ability and willingness to learn new technologies.  Able to work independently, organize own work and coordinate work with others.  Experience in higher education is preferable.

Please apply online https://employment.davidson.edu and complete the application, including a resume and cover letter.  

At Davidson College, we believe the college grows stronger by recruiting and retaining a diverse faculty and staff committed to building an inclusive community.  In order to achieve and sustain educational excellence, we seek to hire talented faculty and staff across the intersections of diverse races, ethnicities, religions, sexual orientations, gender identities, ages, socio-economic backgrounds, political perspectives, abilities, cultures, and national origins.

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