Administrative Coordinator
Job Details
Job no: 503924
Work type: Nonexempt Staff Full-time
Location: Bethlehem
Categories: Administrative Services
At Lehigh University, the Office of the Registrar is where academic records, enrollment, and student milestones come together. As the Coordinator for the Registrar's Office, you'll be the first person students, faculty, and staff encounter — and that first impression matters. In this full-time role, you'll serve as the primary tier I support contact for the Office of the Registrar, keeping daily operations running smoothly and ensuring every inquiry is handled with accuracy and care.
Position Number: S78520
This position is a Grade: 7 - 37.5 with an approximate salary range of $37,190-$44,640 and is subject to change based on experience, skills and qualifications.
Key Accountabilities
- Serves as the welcoming first point of contact for all in-person, email, phone, and live chat inquiries, ensuring guests feel included while managing and distributing office mail.
- Delivers timely, accurate assistance regarding University services and procedures, helps visitors complete required paperwork, and efficiently resolves routine and non-routine issues.
- Leverages broad University knowledge to handle general administrative requests independently while smoothly routing complex, specialized situations to the appropriate experts.
- Maintains strict client confidentiality in compliance with Faculty rules while building equitable, professional relationships with both internal and external partners.
- Evaluates and completes all degree and enrollment verification requests from both internal departments and external agencies—including processing National Student Clearinghouse inquiries within 2–3 business days and generating notarized letters for diplomas and degrees.
- Reviews, records, and processes administrative grade changes - including Pass/Fail requests, Removal of Incompletes, and Grade Corrections, to ensure the student record accurately reflects the changes, shifts in academic standing, and changes to dean's list. Communicates directly with faculty and students to resolve grade submission issues.
- Processes critical record updates including course withdrawals, official name and personal information changes in Banner, and handles sensitive, confidential student data with high accuracy.
- Facilitates the replacement diploma ordering process for alumni by verifying online requests, troubleshooting issues, and submitting orders to the vendor.
- Manages academic event room reservations using specialized scheduling software and communicates directly with requesters to resolve conflicts.
- Keeps the department running efficiently by managing calendars, scheduling meetings for the University Registrar, ordering and storing office supplies, and processing/imaging received documents.
- Provides flexible back-up support for transfer credit inquiries, graduate transcript verifications, and assists office staff with heavy workloads or special projects as needed.
- Oversees the end-to-end Lehigh transcript ordering process utilizing Banner and the National Student Clearinghouse to fulfill student requests.
- Serves as the primary point of contact for transcript inquiries from external agencies, and provides comprehensive documentation, instructions, and training on the transcript ordering platform.
Qualifications
- High School Diploma or GED
- One to three years of work related experience
- Experience in a customer-facing or administrative support role, ideally in higher education or a comparable service environment
- Strong written and verbal communication skills with a professional, approachable manner
- Comfort working across multiple communication channels simultaneously — phone, email, and chat
- Solid organizational skills with close attention to accuracy and detail
- Ability to handle sensitive student information with discretion and in accordance with FERPA regulations, as required at Lehigh University
- Proficiency in standard office software and the ability to learn student information systems quickly
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