St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Department: Enrollment Management – Office of the Registrar

Specific Job Title: Departmental Assistant

Reports to : University Registrar

Campus: Queens

Job Summary:

Reporting to the University Registrar, the Departmental Assistant will support the Registrar and the Office with daily tasks and required essential functions that are outlined below.

Essential Functions:

• Preparation of check and purchase requisitions, prepare and detailed expense reports, and monitor budget for the department.
• Update the Front Matter of the Undergraduate and Graduate Bulletins each year.
• Update the Full Time/Part time Status for Graduate students in Banner.
• Correspond with government officials, city agencies, and foreign consulates regarding student enrollment and academic history.
• Prepare letters for foreign recognition and certification as necessary, as well as various requests for letters from the Office of the Registrar.
• Work closely with Printing & Distribution and Marketing to process all department mailings as well as ordering forms, and all departmental supplies processed through their offices.
• Maintain and update office procedures.
• Work with the dean’s offices as needed to ensure academic record policies are adhered to.
• Correct student records from audits run in preparation for the term freeze.
• Assist the front desk operations as needed.
• Maintain demographic information.
• Train and assist in supervising student workers as needed.
• Assist & support the Call Center with the large volume through phone or TEAMS.
• Back-up for processing electronic transcript and printed transcripts when the transcript department is not in the office.
• Back up support for Staten Island Registrar when they are unavailable.
• Create an environment of organized and efficient office operation, providing administrative assistance and office management.
• Perform other tasks as required.

Competencies:

• Minimum of a HS Diploma or equivalent.
• At least 2 years in an office setting, prior university experience beneficial.
• Excellent interpersonal skills and ability to work well with others.
• Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel & OneDrive).
• Experience with Ellucian -Banner preferred but not required.
• Because this position deals with sensitive student information, it requires not only attention to detail and to academic policies but also integrity and respect for the confidentiality codes of the office, the University, and outside agencies including the federal government.

Work Environment:

• **** This job operates in a professional office environment and routinely uses standard office equipment such as personal computers, printers, etc.

Physical Demands:

• Light lifting

Position Type/Expected Hours of Work:

• This is a full-time in person position. Days and hours of work are Monday through Thursday, 8:30 a.m. to 4:30 p.m. and Friday 8:30am-3:00pm. As is the case with all other positions in the office, the Departmental Assistant will have to work outside normally scheduled hours as needed.

Travel:

• This position does not require any travel.

Required Education and Experience:

• Minimum of a HS Diploma or equivalent.

Preferred Education and Experience:

• At least 2 years in an office setting, prior university experience beneficial.

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $40,000 . St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

This position may be relocated to any of St. John’s University’s physical locations at any time.

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.

Required Skills

Required Experience