[URGENTLY NEEDED] Office Assistant – Registrar’s Office: University of Pikeville

Imagine becoming the heartbeat of an academic hub, where your skills directly contribute to shaping the educational journey of students. The University of Pikeville (UPIKE) is looking for a dedicated Office Assistant to join its Registrar’s Office team. Nestled in the scenic hills of Pikeville, Kentucky, UPIKE offers an inviting environment that values collaboration, growth, and professionalism. If you thrive in a fast-paced setting and are ready to make a meaningful impact, this role could be your perfect match.

A Glimpse Into the Role

As the Office Assistant, you’ll be at the intersection of student success and administrative excellence. This isn’t just about answering phones or filing documents—though that’s part of it. It’s about maintaining the integrity of academic records, ensuring processes run smoothly, and being a welcoming face for students and staff alike. Your days will be filled with tasks that challenge your organizational skills, sharpen your communication, and showcase your ability to multitask effectively.

Responsibilities That Define the Role

The duties of this position fall into three main categories: primary responsibilities, secondary responsibilities, and situational duties as needed. Here’s what to expect:

Primary Responsibilities

• Guardianship of Academic Records: Uphold the confidentiality and security of academic records in compliance with FERPA and other regulations.
• Customer Service Extraordinaire: Be the first point of contact for inquiries via phone, email, or in person. Assist students, faculty, and staff with professionalism and a solutions-focused approach.
• Administrative Wizardry: Manage office supplies, process purchase orders, and reconcile monthly credit card statements.
• Registration and Records: Assist students with course registrations, process transcript requests via Parchment, and manage forms related to independent studies, internships, and practicums.
• Data Management: Handle data entry tasks, including updating schedules, processing grade changes, and verifying scanned records.
• Event Coordination: Play a key role in preparing for graduation ceremonies, from logistics to execution.
• Tech Savvy: Use platforms like Microsoft Office, Colleague/Ellucian, and Image Now to streamline office functions.

Secondary Responsibilities

• Handle the office’s incoming and outgoing mail.
• Maintain inventory of forms and supplies.
• Assist with typing, copying, and distributing materials as needed.

Situational Responsibilities

• Assist with scheduling campus classroom facilities for events or academic use.
• Monitor and manage class waitlists, ensuring students are notified promptly about registration opportunities.

Relationships That Matter

Your role places you at the nexus of communication within the university. You’ll engage daily with:

• Students and Parents: Address questions about schedules, transcripts, and enrollment information with clarity and care.
• Faculty and Staff: Collaborate to ensure the seamless execution of academic operations.
• Registrar’s Office Team: Work closely with the University Registrar, Associate Registrar, and colleagues to support the institution’s mission.

These interactions require exceptional interpersonal skills and the ability to adapt your communication style to meet diverse needQualifications That Set You Apart

UPIKE is looking for someone who brings more than just skills to the table; they want someone who embodies the values of integrity, dedication, and adaptability. To excel in this role, you should have:

Required Skills and Education

• Education: A minimum of an Associate degree or equivalent work experience is necessary. A Bachelor’s degree is preferred.
• Experience: At least 2–3 years of clerical or administrative experience.
• Technical Proficiency: Strong knowledge of Microsoft Office (Word and Excel) and familiarity with database management systems like Colleague/Ellucian.
• Key Skills: Typing, organizational prowess, critical thinking, and exceptional written and oral communication.

Preferred Traits

• Experience with multi-line phone systems, copiers, scanners, and printers.
• A willingness to learn and adapt as processes evolve.

Benefits That Elevate Your Career

Joining UPIKE means becoming part of a supportive community that values its employees. Here’s what you can expect:

• Comprehensive Benefits: Health, dental, vision, and life insurance; flexible spending accounts; and a 403(b) retirement plan.
• Additional Perks: Tuition waivers, telemedicine access, paid leave, and a generous holiday schedule.
• Professional Growth: Opportunities for ongoing training and development to stay ahead in your career.

Why UPIKE?

The University of Pikeville is more than just a workplace—it’s a community. With a commitment to diversity, inclusion, and academic excellence, UPIKE fosters an environment where every individual is valued. By joining this team, you’ll contribute to a mission-driven organization that prioritizes education and student success.

The Registrar’s Office plays a critical role in the university’s operations. As an Office Assistant, your contributions will directly impact the efficiency of academic processes, ensuring students receive the support they need to thrive. From managing confidential records to assisting with graduation ceremonies, your work will be both rewarding and impactful.

How to Apply

Ready to take the next step? Applications are being accepted online at UPIKE’s Career Page. Here’s what you’ll need to submit:

1. A Letter of Interest detailing your qualifications and why you’re the perfect fit for this role.
2. A Current Resume highlighting your relevant experience and skills.
3. Professional References: Provide contact information for 3–5 individuals who can vouch for your abilities and character.

A Commitment to Excellence

UPIKE is an equal-opportunity employer dedicated to creating a safe and productive environment for all. Background investigations are conducted for all final candidates, ensuring the university maintains its high standards.

If you’re seeking a role where your skills can shine, your contributions are valued, and your professional growth is supported, the Office Assistant position in UPIKE’s Registrar’s Office is waiting for you. Don’t just work—thrive in a role that makes a difference.

Apply today and take the first step toward a fulfilling career at the University of Pikeville.