Academic Administrative Assistant

ABOUT THE POSITION

The Academic Administrative Assistant in the Registrars Office will assist with non-core administrative functions within the Registrars Office at VinUniversity as well as support the tasks of the Financial Aid Office. This role will provide support for key projects data management customer service and inter- departmental coordination excluding direct involvement in academic calendar planning course registration student records management SIS management or policy compliance as outlined in the core roles of the Registrars Office. Additionally it does not include making financial aid award recommendations for the Financial Aid Office. This contract position is ideal for delivering essential administrative support ensuring the smooth operation of peripheral tasks within the Registrars Office and the Financial Aid Office.

KEY ACCOUNTABILITIES

Document Digitization and Archive Maintenance:

• • Organize and digitize historical academic documents and files that are not currently integrated into the Student Information System (SIS) maintaining archival records and ensuring easy access.

Transcript Distribution Coordination:

• • Support the distribution of official transcripts and other document requests ensuring timely processing but not managing the student records themselves.
  • Ensure transcripts and other academic documents are delivered securely whether via physical mail or secure electronic transfer based on the requestors preference.

Customer Service and Inquiry Handling:

• • Provide first-line support for students and faculty inquiries. Help route complex inquiries to the appropriate Registrar staff & Financial Aid staff

Non-Academic Data Reporting:

• • Assist in the generation and compilation of non-academic reports such as student demographic data teaching schedule or community service involvement for institutional use.
  • Ensure that all non-academic data is maintained and reported in accordance with university guidelines and applicable privacy laws.

Support for Institutional Events:

• • Provide logistic support for institutional events such as workshops orientations and other university-wide programs

General Office Administration:

• • Assist with administrative tasks such as managing meeting schedules for the Registrars Office staff coordinating interdepartmental communications and maintaining office supplies.
  • Maintain the inventory of office supplies ensuring that the Registrars Office is adequately stocked with materials such as stationery paper and other necessary resources.

Enrollment Document Handling:

• • Manage enrollment documentation for all students ensuring all required forms and credentials are completed verified and properly stored.
  • Organize and store all enrollment-related documents in a secure and accessible system making sure they are updated as required and comply with the universitys record-keeping standards

Monitoring Academic Progress:

• • Track the study progress of students coordinating with academic departments to ensure that academic milestones are met and reporting any issues or delays in academic progression to the appropriate Registrar staff.
  • Provide administrative support in resolving any delays in academic progression.

Financial Aid Application Compilation:

• • Compile applications of candidates seeking Financial Aid including reviewing applications verifying the completeness of documents and tracking the status of each applicants file (Focus primarily on peak admission months to ensure timely)
  • Accurate processing of applications according to established procedures.

KEY SELECTION CRITERIA

• Proven experience in administrative roles preferably within a university or educational institution.
• Familiarity with document digitization data management and student services.
• Excellent organizational and time-management skills.
• Strong customer service and communication skills.
• Proficiency in office software (Microsoft Office Suite) and experience with data management systems.
• Bachelors degree or equivalent experience in administration or a related field is preferred.

COMPENSATION

Commensurate based on experience