Administrative Assistant - Registrar's Office

Title: Administrative Assistant - Registrar's Office

State Role Title: Admin and Office Spec III

Hiring Range: Based on qualifications & experience

Pay Band: 3

Agency: Virginia Military Institute

Location: Virginia Military Institute

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

VMI is accepting applications for a new, full-time Administrative Assistant in the Registrar’s Office. Position provides front-line administrative support to cadets, faculty, staff, alumni and visitors. Duties include serving in the capacity of department receptionist and front-line support for the Registrar’s email, phone, service counter and customer support to the VMI community. Responsibilities include performing a variety of administrative support functions including:

• Provides front-line counter, email, and phone support to cadets, faculty, staff, alumni, and visitors while maintaining a professional demeanor.
• Performs a variety of administrative support functions including transcripts, verifications, filing, registration/enrollment, graduation, matriculation, and procurement.
• Supports the Registrar, Associate Registrar(s), and Assistant Registrar(s) with day-to-day requests and special projects.
• Provides support to the Summer Session Director and Summer Programs as requested including Summer Session, Summer Transition Program, Summer Study Abroad, and SURI.
• Works with external investigators in response to office background and security clearance checks.
• Responsible for assuring that all FERPA regulations are met when requested to release data.
• Serves as the primary contact and provides timely responses for transcripts and enrollment verifications through the National Student Clearinghouse.
• Works with the office staff to cross train in other positions within the department to assure continuity of operations coverage during peak periods of operation or during periods of vacation.
• Special projects and other related duties as assigned by the Registrar, Associate Registrar(s) Assistant Registrar(s), and the Office of the Dean of Faculty.
• Performs special projects and/or other related duties as assigned to support the Institute.

Minimum Qualifications

- Experience in Higher Education.
- Proficiency in applications supported by VMI - Microsoft Word and Excel required, and experience utilizing a relational database (Datatel Colleague/Ellucian preferred).
- Confidentiality and knowledge of FERPA requirements.
- Ability to adapt to an environment of change and technological advancements.
- Ability to work non-standard hours in support of peak periods.
- Ability to meet deadlines, work independently and within a team environment, work under pressure, and handle multiple tasks simultaneously.

Additional Considerations

• Preference will be given to candidates who have direct experience in a Registrar’s Office environment.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Tamara Wade

Phone: 540-464-7322

Email: hroffice@vmi.edu

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.