Graduate Assist – Registrar’s Office

Biblical Principles and Expectations: All employees proclaim the Gospel of Jesus Christ through their employment, and thereby further Malone’s mission to provide students with an education based on biblical faith in order to develop men and women in intellectual maturity, wisdom, and Christian faith who are committed to serving the Church, community, and world.

 I. University Overview

Malone strives to provide an education that produces graduates with a love of truth and a vibrant, mature faith. Our intent is that students attain the wisdom, knowledge, and skills necessary to serve, engage, and transform the communities in which they live and work. To this end, we provide the curricular and co-curricular context in which to pursue the following educational goals: Understand and critically engage those bodies of knowledge and cultural influences that have shaped the world; Understand the biblical, historical, and theological foundations of the Christian faith; Think critically and creatively and communicate effectively in multiple contexts; Attain expertise in at least one profession or academic discipline and lay the foundation for meaningful work or further studies at the graduate level; and explore the implications of the Christian faith for all areas of living, including intellectual, spiritual, and community pursuits.

II. University Expectations

• Maintains a personal, active relationship with Jesus Christ and is a consistent witness for Jesus Christ
• Faithfully upholds Malone in prayer
• Participates in community worship as schedule permits
• Demonstrates behavior aligned with Malone’s Mission, Foundational Principles, Doctrinal Statement and its Community’s General Principles
• Effectively represents Jesus Christ to those within both personal and professional spheres of influence

III. Job Summary

• The Graduate Assistant for the Registrar’s Office supports the daily operations of the office by assisting with administrative, records-management, student-service, and special-project responsibilities. The Graduate Assistant works closely with Registrar’s Office staff to provide timely and professional service to students, faculty, staff, and other University constituents.
• Because this position may have access to confidential student and academic information, the Graduate Assistant is expected to exercise a high level of professionalism, discretion, accuracy, and confidentiality at all times.

IV. Essential Duties and Responsibilities

• Assist Registrar’s Office staff with general administrative and clerical responsibilities.
• Provide professional and courteous assistance to students, faculty, staff, and visitors.
• Assist with the organization, maintenance, and processing of student and academic records.
• Perform data entry and assist with updating information in University systems as assigned.
• Assist with scanning, filing, document preparation, and electronic records management.
• Assist with processing forms, requests, and other Registrar’s Office documentation.
• Support projects related to registration, course schedules, academic records, graduation, and other Registrar’s Office functions as assigned.
• Assist with reviewing information and records for completeness and accuracy.
• Assist with preparing reports, spreadsheets, correspondence, and other office materials.
• Provide support for graduation/commencement preparation and other academic events or projects as needed.
• Communicate professionally with students and University employees regarding routine Registrar’s Office questions and refer more complex matters to appropriate staff.
• Maintain strict confidentiality regarding student records, academic information, documents, conversations, and other information encountered through the position.
• Follow University policies and procedures regarding student records and confidentiality, including applicable FERPA requirements.
• Complete special projects assigned by the Registrar or Registrar’s Office staff.
• Perform other duties as assigned.

 V. Knowledge, Skills and Abilities

• Strong attention to detail and commitment to accuracy.
• Strong organizational and time-management skills.
• Good written and verbal communication skills.
• Proficiency with Microsoft Office, Google products, and the ability to learn University information systems.
• Ability to work with data, records, spreadsheets, and detailed information.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to interact professionally and courteously with students, faculty, staff, guests, and University leadership.
• Ability to manage multiple responsibilities and meet established deadlines.
• Dependable and able to complete assigned responsibilities with appropriate supervision.
• Ability to work both independently and collaboratively as part of a team.
• Willingness and ability to learn Registrar’s Office processes, procedures, and University policies.

VI. Graduate Assistant Qualifications

• Must be admitted to and remain enrolled in an eligible Malone University graduate program.
• Must maintain satisfactory academic progress and remain in good standing with the University.
• Must meet University requirements for continued Graduate Assistant eligibility.
• Previous administrative, customer service, record management, or office experience is preferred but not required.
• Experience working with confidential information or detailed records is preferred.

VII. Working Conditions / Physical Demands

• Work is primarily performed in a professional office environment. The work schedule will be established based on the needs of the Registrar’s Office, the Graduate Assistant’s academic schedule, and the requirements of the Graduate Assistant appointment.
• The position requires regular computer use and may involve extended periods of sitting, filing, scanning, retrieving records, and performing other routine office activities.
• The Graduate Assistant must maintain confidentiality regarding all student records and information encountered through the position.