University Registrar Administrative Assistant

A successful candidate will play an active role in FMU's existing academic and operational success. University Registrar Administrative Assistant shall have the primary responsibility of assisting the daily operations of the University Registrar. This customer-centric role will support duties that are both, time-sensitive and critical and require a high degree of accuracy, as this position serves as the main liaison between the Office of the Registrar, Manager of Business Operations, and the department supervisors, staff, and student employees.

Essential Functions :

Day-to-day operations supporting the University Registrar and University community. These responsibilities include but are not limited to:
  • Greet visitors and direct them to the appropriate contacts.
  • General office duties: phone calls, messaging, ordering supplies, and maintaining records management database systems. Manage department calendars, emails, and day-to-day operational activities.
  • Research and Development, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the department.
  • Database Management: data entry, quality assurance, and database queries. Records and monitors required data into an integrated student database.
  • Manage files and other documents and ensures accuracy of documents received and processed.
  • Reviews electronic documents and information for accuracy and completeness.
  • Creates and maintains manual and computerized records; recordkeeping systems and ensures that all records are completed, accurate and up-to-date.
  • Responsible for coordinating and facilitating meetings. Monitors progress of internal and campus-wide projects.
  • Provides professional representation of the assigned department, exercising judgment and discretion in responding to or initiating internal or external contacts.
  • Processes invoices and expense reports, ensure accurate reconciliation. Researching and resolving errors or discrepancies.
  • Maintains the department's supply inventory and manages the department calendar.
  • Acts as primary contact for all matters related to the department’s schedule and activities.
  • Maintains organization of files and electronic data using assigned confidential, and in some cases share drives. Supports the department in the collection of data for internal reporting to support decision-making and planning.
  • Responsible for planning, implementing, and completing special projects and assignments.
  • Displays behavior consistent with professional ethics and the FMU faculty and staff handbook.
  • The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.
Required Knowledge, Skills, and Abilities
  • Demonstrated ability to communicate, effectively and professionally, with evidence of success in explaining, presenting, and interpreting data.
  • Ability to handle information of sensitive and confidential nature in the utmost professional manner. Demonstrate a high level of professionalism, initiative, resourcefulness, and personal accountability.
  • Maintain the privacy and confidentiality of information, protect the assets of the institution, act ethically and with integrity, and adhere to FMU’s Code of Conduct and policies and procedures.
  • Effective analytical and decision-making skills. Excellent communication (oral and written), organizational, and time management skills. Effective interpersonal skills and ability to work with diverse constituents.
  • Attention to detail and adaptability to a changing environment is extremely important as well as dependability.
  • Manage, prioritize, and accomplish multiple tasks/projects simultaneously in a deadline-driven environment.
  • Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds or standing and/or walking for more than four (4) hours per day.
  • The position requires an associate degree and/or one (1) plus years of experience directly related to the duties and responsibilities specified. A bachelor's degree and higher education experience are preferred.
  • Experience in Jenzabar is a plus.
  • Ability to perform complex tasks and prioritize multiple projects.
  • Proficiency in MS Office Suite, as well as knowledge and understanding of the organizational structure, workflow, and operating procedures.
  • Flexibility to work outside of normal business hours.
  • Pre-Employment screening is required: criminal background check and drug testing.

Qualified applicants are asked to upload a cover letter of interest, resume/curriculum vitae, and/or certifications, if applicable.

Supplemental Information

We offer a competitive salary commensurate to experience. In addition to the completed application, candidates must submit a list of three professional references (at least one from a previous employer) that includes names and contact information. Review of application materials will begin ASAP and will continue until the position is filled. No phone calls, please.

Florida Memorial University is an Equal Employment Opportunity Employer.

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