Office Manager/Registrar- ASPIRA

Posted on: October 26, 2023 | |

ASPIRA of Illinois seeks to achieve academic excellence for every scholar in a culturally relevant learning environment that empowers scholars through high quality education, youth development and civic engagement. ASPIRA strives to ensure all scholars are prepared for post-secondary education and meaningful careers.

ASPIRA Office Manager Essential Functions:

The Office Manager/Registrar, under general supervision, performs a variety of responsible and complex technical and administrative duties. The Registrar duties are to direct and coordinates registration activities including student enrollment/ withdrawals, transcripts, lottery, student records and database. Maintain the integrity, security, and privacy of student records by reviewing data for accuracy, completeness, and conformance to standards and procedures. He/she provides information and assistance to Aspira employees and the general public regarding human resources activities, processes, policies and procedures, prepares various correspondence and memoranda, and coordinates activities related to area of assignment.

Perform a variety of general office support duties; make copies, maintain calendar of activities, meetings, and various events for assigned staff; process mail including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages; order office supplies
Provide customer service, both in-person and by telephone; screen and direct telephone calls; take and relay messages; answer questions from employees and the general public
Perform a wide variety of responsible clerical, administrative and office support duties
Maintain eligible candidate and employee lists; provide names of eligible to department representatives upon appropriately approved requests
Process personnel action forms and maintain personnel records ensuring timely and accurate records
Operate a variety of office equipment including a computer, copier, fax machine; utilize various computer applications and software packages
Word processes/types routine letters, labels, reports and similar items from rough draft or clear copy
Organize conference and meeting room bookings
Monitor and maintain office equipment
Control inventory relevant to reception area and office equipment
Tidy and maintain the reception area and meeting spaces
Provide support to Human Resources Department to ensure appropriate employee record management
Examine academic records of students to determine eligibility for graduation or for admission to college or university
Compare transcripts of courses with school entrance or degree requirements and prepare evaluation form listing courses for graduation
Maintain and revise all course scheduling and student registration information
Consult with school officials to plan registration schedules and procedures
Analyze statistical data on registration for administrative use in developing policies
Direct preparation of student transcripts and issuing official transcripts
Direct preparation of statistical reports on educational activities for government and educational agencies
Interpret and explain registration policies to faculty and students
Direct activities of workers engaged in transcribing and evaluating academic records of students applying for permission to enter college or university
Direct compilation of information such as class schedules and graduation requirements.
Maintain and perform a lottery process for all students applying to the school
Prepare commencement list and compiles student averages for honors
Provide and exchange student information with other educational institutions
Refer students with academic discrepancies to proper department heads
Coordinate dissemination of information on courses offered and procedures students are required to follow in order to obtain grade transcripts
Assist with testing students for placement into the school
Maintain positive, cooperative, and mutually supportive relationships with the central administration, parents, and representatives of resource agencies
Display the highest ethical and professional behavior and standards when working with students, parents, school personnel, and agencies associated with the school
Perform other duties as assigned

Bachelor’s Degree in Education or a related field or a combination of four years training and related office experience, preferably in a school setting preferred. Or a Minimum of Two years of college.
Two years office related work experience
Proficient in Microsoft Office
Excellent computer skills
Ability to maintain a high level of accuracy
Bilingual in English and Spanish, REQUIRED
Excellent interpersonal, organizational and communication skills, both verbal and written
Perform other job-related duties
Knowledge of office telephone etiquette
Strong interpersonal and communication skills
Excellent organizational and problem solving skills
Ability to establish priorities and meet deadlines
Skills in basic filing and recordkeeping
Ability to maintain composure and work efficiently under pressure and in changing conditions
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports
Ability to maintain positive working relationships, to work independently and collaboratively
Non-discrimination Statement
ASPIRA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other protected category.

Job Type: Full-time

Salary: $45,000.00 per year


401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Professional development assistance
Retirement plan
Tuition reimbursement
Vision insurance

Monday to Friday

Office Manager: 2 years (Preferred)
Registrar: 1 year (Preferred)

Spanish (Required)
Work Location: In person