Registrar Office Assistant

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POSITION SUMMARY:

Under the general supervision of the Registrar Manager, the New York Film Academy (NYFA) Registrar Office Assistant assists in maintaining and processing academic and administrative records of all students, and official records and documentation for the institution in accordance with State guidelines and guidelines established by accrediting bodies. The Registrar Office Assistant will also assist the Registrar Manager and Academic Compliance Office to review and revise procedures to perform duties and responsibilities effectively and efficiently; and in documenting and/or providing reliable accurate information regarding student records.

REPRESENTATIVE RESPONSIBILITIES:

The following responsibilities are general duties that a particular employee in this position may or may not be required to perform. The day-to-day duties required of this position may vary.

• Responsible for organizing student records, files and retrieving records, ensuring that all files and records meet all accreditation, Federal and State licensing requirements.

• Record and track attendance daily, and monitor enrollment status.

• Maintain effective record keeping and procedures in keeping with office wide policies and compliance.

• Collaborates with Department Chairs to ensure all courses are in compliance.

• Coordinate the collection of immunization forms; entering the immunization data into FileMaker; and creating reports as needed.

• Coordinate registration, students meetings and graduation between the New York and South Beach campuses.

• Prepare temporary certificates for graduating students.

• Assist in processing requests for official transcripts, enrollment verifications, and certificate verifications.

• Monitors and updates content on student records on database.

• Provides written communication with Chairs and faculty of outstanding attendance.

• Maintains compliance with course curriculum

• Greets visitors in person or on the phone, providing customer service with advice and guidance regarding the registration process; may refer customers to appropriate department or Academy sites.

• Performs miscellaneous job-related duties as assigned by Registrar Manager.

• Other duties may be required as requested by senior management.

KNOWLEDGE AND COMPETENCIES:

• Excellent written and verbal communication skills.

• Excellent organizational skills and attention to detail.

• Excellent time management and organizational skills

• Excellent skills in database management and record keeping.

• Strong customer service skills with the ability to meet and serve the public, both in person and by telephone, tactfully and effectively.

• Strong interpersonal skills to communicate with prospective students & parents.

• Comfortable presenting large-scale presentations, college fairs, conferences, one-on-one appointments, and other various events

• Ability to work well in a team atmosphere.

• Ability to work independently with minimal supervision.

• Must be flexible with ability to work nights and weekends

• Ability to work independently and as part of a team

• Ethical / Honest - evidence of the practice of a high level of confidentiality.

• Service and Action oriented does what it takes to meet the expectations of customers.

• Collaborative enlists information from all sources to ensure the best solution to an issue.

EDUCATION, EXPERIENCE AND CERTIFICATION:

• High School or GED

• Prefer Associate or Bachelor's degree in related fields.

• 1-2 years record keeping or data entry experience.

• Experience working in a higher education, academic setting.

• Experience working in a fast pace, multi-tasking, results driven environment with attention to detail.

• Intermediate proficiency with Microsoft Suite Word, Excel, PowerPoint

REPRESENTATIVE MACHINES, TOOLS, EQUIPMENT AND/OR SOFTWARE USED:

• Microsoft Office Suite Word, Excel, Outlook, PowerPoint

• Viso and Adobe Reader

• Google Documents

• Apple Software products (i.e. Mac, etc.)

• FileMaker Pro

• Zoom/Google Meets

ENVIRONMENTAL/ATMOSPHERIC WORKING CONDITIONS:

The following environmental / Atmospheric working conditions are commonly, but not always, associated with the performance of this position. The actual working conditions will vary.

• Office Environment.

• Sit for long/high periods of time to perform various computer/administrative tasks.

• Reasonable dexterity of hands and fingers to operate and/or manipulate computer keyboard and other office equipment.

• Verbally and effectively communicate utilizing face-to-face contact and telephones

• Lift, carry, push and/or pull documents/boxes weighing up to 20 lbs.

• Variable schedule to be determined - some weekends and shifts vary between the hours of 8:30 am till 6pm.