Records Assistant

The Point Loma Nazarene University community is, and intends to be, a decidedly Christian community, as exhibited by our shared beliefs, corporate practices, and Christlike character.

JOB SUMMARY

Do you have a passion for working with people and helping them find the answers they need? This position is responsible for frontline customer service and providing support to the Records Office team. The ideal candidate is someone who can work in a fast-paced environment with frequent interruptions, positive in all situations, can provide excellent customer service, collaborate with our team, and has top notch attention to detail skills and excellent written and oral communication abilities.

JOB STATUS

Time:

Full time

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RESPONSIBILITIES

• Answer and screen phone calls, greet customers and provide general information as well as responding to inquiries on a variety of topics.
• Effectively communicate and uphold Office of Records/University policies and procedures.
• Direct customers and callers to the appropriate University personnel or offices as necessary.
• Open and prepare the office for daily work.
• Maintain student electronic files, including updates on biographical data, addresses student advisors and other data as necessary.
• Process student verification requests and National Student Clearinghouse verifications received.
• Maintain various spreadsheets and documents used for tracking.
• Assist with National Student Clearinghouse data reports and updates.
• Prepare Progress Toward Degree Checks for the Academic Records Specialists.
• Assist students with initiating petition processes and tracking when they return.
• Process student verifications and interface with National Student Clearinghouse.
• Track supplies and ordering of office forms, supplies and stationery.
• Process, track and disseminate student withdrawals and leaves of absence.
• Receive, track and distribute transcripts from other institutions.
• Provide assistance with official transcript processing as needed.
• Collaborate on the Office of Records website ensuring information is up to date.
• Provide support in areas of document imaging, registration and record keeping.
• Coordinate and track diploma and replica diploma order dissemination.
• Assist with training of student workers.
• Submit announcements to LomaLink and chapel slides.
• Perform other related duties and assignments as required.

QUALIFICATIONS

• Bachelor's degree is required.
• Positive, friendly demeanor in all situations.
• Excellent written and oral clear communication skills.
• Proven excellent attention to detail is imperative.
• Prior clerical experience in an academic environment.
• Understanding of or the ability to grasp quickly, PLNU's academic policies and procedures.
• Understanding of and commitment to the spiritual mission of Point Loma Nazarene University.
• Ability to professionally handle contact with customers in a positive, friendly manner in all situations.
• Ability to exercise important, positive interpersonal skills in establishing and maintaining effective working relations with faculty and staff.
• Strong word processing, computer skills and previous experience Microsoft Word and Excel, with Google Drive/Sheets/Docs, and ability to create Google Forms.
• Ability to type a minimum of 50 words per minute with optimal accuracy.
• Demonstrated ability to work independently while organizing and prioritizing in order to meet deadlines.
• Punctuality and great work ethic.
• Strong organizational skills and the ability to prioritize tasks while experiencing frequent interruptions.
• Ability to take direction in a positive manner.
• Professionalism in handling of all work responsibilities.
• Strong aptitude to work as a collaborative team member.
• Ability to exercise/maintain confidentiality in all matters.
• Job offer is contingent on clear background check

PHYSICAL REQUIREMENTS
The work is primarily sedentary and may require sitting for extended periods of time. Use of computer equipment: computer keyboard, mouse, and monitor. Ability to read documents, email and other correspondence, and reports on paper and computer monitor. Hearing and speaking to communicate effectively with others in person and by phone. Ability to stand, stoop, push, pull, and lift up to 20 lbs throughout the day.

BENEFITS
Benefits include health, dental, tuition benefits for employee and dependents, competitive retirement matching, vacation and sick time, and 15 paid holidays per year. In addition, we have many opportunities to engage with our community including staff chapel, monthly lunches and a robust wellness program.

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Point Loma Nazarene University does not discriminate on the basis of race, color, national origin, sex, age, disability or status as a veteran in any of its policies, practices or procedures. In a continuing effort to enrich its academic environment and provide quality educational and employment opportunities, PLNU actively encourages applications from members of underrepresented groups in higher education.