St. John’s established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; 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.  As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.  

DEPARTMENT: Office of the Registrar 

TITLE:  Departmental Assistant

REPORTS TO: Associate Registrar

JOB SUMMARY: The Departmental Assistant serves as a front facing customer service representative for the Office of the Registrar.

ESSENTIAL FUNCTIONS:

• Participate in all front desk operations, walk-in requests and all counter and telephone inquiries
• Student registration, course withdrawals, internal transfers, and related academic records maintenance
• Assist with electronic transcript processing, back-up for in house transcript processing when the head of the transcript department is not in the office
• Process program adjustments, Preferred Name Change, Legal Name Change, Fresh Start, Health Related Leaves, Academic Leave of Absence, Academic Dismissals, Converting Hard Records into Banner, Repeat Grade Process
• Maintain and update office procedure
• Explain related academic policies to students and work with dean’s offices and faculty to ensure academic record policies are adhered to
• Maintain the Visiting Student generic email account by responding to all emails and processing a large volume of visiting and graduate non-matriculated applications
• Collaborate with dean’s offices regarding student related issues
• Assist students who have trouble accessing UIS and any web accessible information
• Maintain demographical information
• Train student workers
• Assist & support the Call Center with the large volume through phone or TEAMS
• Back up support for Staten Island Registrar when they are unavailable
• Perform other tasks as required
• Process all College Advantage registration, inputting student information and registration and instructor information
• Participate in College Advantage presentation to High School Counselors and support the College Advantage faculty with inputting grades        
• Correct student records from audits run in preparation for the term freeze
• Senior Citizen Registration

COMPETENCIES:

• Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel & OneDrive)
• Experience with Ellucian -Banner preferred but not required

WORK ENVIRONMENT:

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

REQUIRED EDUCATION AND EXPERIENCE:

• 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

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