Administrative Assistant and Coordinator for the Registrar at Baton Rouge

Job Summary

Under the direction of the Campus Director, the Administrative Assistant and Coordinator to the Registrar provides administrative, clerical, and student services support for the School of Nursing and, as needed, the College of Health Sciences. The position serves as a resource for students, faculty, staff, and the public; assists with registration and academic records processes; coordinates student-related documentation and data entry; and supports functions related to degree applications, VA certification, and registrar operations to ensure efficient and accurate service delivery.

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties. All duties and responsibilities listed below should be performed in an effective and efficient manner.

- Assist the university in implementing the Statement of Purpose

- Assist the university in implementing the long-range institutional and financial plans

- Serve as a primary point of contact for students, faculty, staff, and visitors by greeting guests, responding to in-person, telephone, voicemail, and email inquiries, distributing mail, and providing information regarding registration, Veteran Affairs benefits, and university processes.

- Support Registrar's Office operations by assisting with student registration, maintaining student records, processing academic documentation, providing required forms and guidance, entering data into student information systems, and serving as a liaison between the Baton Rouge campus and the Hattiesburg/Tradition Registrar's Offices.

- Assist the Registrar and Admissions staff in coordinating enrollment-related activities and guiding students through the admission, registration, and matriculation processes to ensure a seamless student experience.

- Assist with the planning, implementation, and administration of registration activities, orientations, commencement-related functions, recruitment initiatives, and other student engagement events for the School of Nursing and College of Health Sciences.

- Maintain and organize student, faculty, and departmental records, files, forms, applications, and program materials to ensure accuracy, accessibility, confidentiality, and compliance with university policies.

- Coordinate the preparation, production, and distribution of reports, correspondence, meeting minutes, admissions materials, orientation resources, and other departmental communications.

- Provide administrative support for faculty, staff, and departmental meetings, including scheduling, agenda preparation, room arrangements, and recording and distributing meeting minutes.

- Assist with recruitment and enrollment efforts for all School of Nursing and College of Health Sciences programs, including tracking and organizing program applications.

- Prepare, process, and maintain departmental financial and administrative records, including purchasing card documentation, purchase orders, check requests, mileage reimbursements, and related reports.

- Support academic and operational activities by assisting with exam proctoring, printing and publication requests, fingerprinting requirements, special projects, and other departmental initiatives.

- Maintain effective working relationships with university personnel, students, community partners, and external constituents while providing exceptional customer service.

- Supervise assigned work-study students and assist in training and monitoring their work performance.

- Maintain a clean, organized, and professional office environment.

- Coordinate with Information Technology to provide support to the Baton Rouge students, faculty, and staff and act as a liaison when needed

- Provide support for Field Services issues as needed and assigned

- Provide IT support for Baton Rouge campus events

- Perform other job related duties as assigned.

Qualifications

Required Qualifications

- High school diploma

- Prior experience with information technology

- Ability to use common office productivity software, including Microsoft Office suite (Word, Excel, and Outlook).

- Ability to learn WCUs student database software

- Ability to simultaneously handle multiple tasks, solve practical problems and deal with a variety of situations and people

- Ability to respect and adhere to the strict confidentiality requirements

- Ability to make mathematical computations quickly and accurately

Preferred Qualifications

- Bachelors degree in business or related field from a regionally accredited institution.

- Work experience in higher education

- Active Commission as a Louisiana Public Notary

Physical Demands

- Must possess mobility to work in a standard office setting, and to use standard office equipment including a phone and computer

- Must have vision to read printed materials and a computer screen; hearing and speech to effectively communicate in person and over the telephone

- Must have the ability to sit or stand for extended periods of time (up to 4 hours consistently)

- Must have strength and agility to move files and minor office equipment.

- Must have ability and stamina to accompany students and paperwork to and from Student Services.

- Must be able to work required schedule in an on campus setting environment