Office Assistant

Position Classification

FT-Staff (UDMPSSA)

Position Summary

The Administrative Assistant in the Office of the Registrar serves as the primary customer service representative for the office, managing in-person, telephone, and email inquiries from students, staff, administrators, alumni, and the community. This position supports the core operations of the office by performing accurate and timely data entry into student records, processing registration and enrollment-related requests, and producing official documents such as transcripts and enrollment verifications. The role also contributes to the office's communication and outreach efforts by creating content for university platforms and family-facing publications. Through reliable service delivery and careful records management, this position helps ensure a positive enrollment experience for students and upholds the integrity of academic records at Detroit Mercy.

Essential Duties and Responsibilities

Customer Service and Front Counter Operations

• Serve as the primary point of contact for in-person, telephone, and email inquiries from students, staff, administrators, alumni, and community members. Provide accurate information about enrollment processes, registration, records, and other Registrar functions, which requires ongoing learning of the policies and procedures students engage in while enrolled at Detroit Mercy. Supervise and direct the student employees who staff the front counter.

Data Entry and Student Record Maintenance

• Process registration, add/drop, program change, transfer-within, second-program, and other forms received in the office. Enter and update student record information including name changes, address updates, and phone number updates. Update the database monthly with deceased notifications and apply confidentiality holds as instructed by the Registrar or Associate Registrar.

Transfer Team Support

• Assist the Transfer Team by running queries to identify newly received transcripts and updating internal spreadsheets that track incoming students.

Transcript Processing

• Serve as the primary processor of on-demand transcript requests for walk-in students and alumni. Verify holds, confirm the student record is complete, and print a legible copy of the transcript.

Communication and Content Creation

• Develop and prepare content for the office to share across university platforms, including the university app and family or parent newsletters, using tools such as Canva, Adobe, and social media.

Readmission Application Processing

• Process all readmission applications received by the office.

Enrollment and Degree Verifications

• Perform enrollment and degree verifications through the National Student Clearinghouse system.

Other Duties as Assigned

• Perform all other duties and responsibilities as assigned.

JOB REQUIREMENTS SECTION

Minimum Qualifications

• Education – A high school diploma or GED
• Employment – Six months to two years of work experience. (Equivalent combination of education and employment).

Knowledge, Skills, and Abilities

• Accuracy and attention to detail
• Confidentiality and discretion with sensitive records (FERPA)
• Proficiency with student information systems and Microsoft Office
• Familiarity with Canva, Adobe, and/or social media for content creation
• Strong written and verbal communication
• Customer service orientation
• Ability to organize and manage multiple priorities under frequent interruption
• Some weekend or alternate hours may be required.

Physical Requirements

The job may require lifting light-weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10pounds).

Work Environment

Regular exposure to favorable conditions such as those found in a normal office.

Salary/Pay Information

UDMPSSA union grade 9 $22.6284 per hour.

Anticipated Schedule

8:30 AM to 5:00 PM (Some weekend or alternate hours may be required)