Graduate Assistant - Registrar's Office

The University of Pikeville (UPIKE) is actively seeking candidates for its Graduate Assistant for the Registrar’s office. The central focus for the Graduate Assistant is to perform clerical services to the entire academic community in the Registrar’s Office and serve as an Administrative Assistant for the University Registrar and Associate Registrar by performing the following responsibilities:


  1. Upholds the integrity of the Registrar’s Office and all parts of the University of Pikeville. Will not allow anyone else to use his/her username/password or otherwise obtain access to all types of academic records. He/she agrees to protect his/her username/password against inadvertent disclosure and/or share his/her name/password with other individuals or entities. He/she agrees to comply with all federal, state and local requirements pertaining to the security, confidentiality and privacy of information maintained by the University of Pikeville, including the Federal Family Educational Rights and Privacy Act (FERPA).
  2. Functions as a receptionist: Duties include, but are not limited to answering telephone, in-person and e-mail inquiries and requests; ascertains the nature of business of each, and then disperse them to appropriate person or persons. Also, schedules appointments for registrars using Outlook Calendar; and maintains good customer service.
  3. Handles incoming and outgoing mail for the Registrar’s Office.
  4. Performs scanning using Perceptive Content, verifying scanned documents, linking, and purging/shredding of academic permanent files/records, as well as filing.
  5. Organizing, alphabetizing, and filing documents.
  6. Assist with processing transcript requests.
  7. Prepares deferments; letters of good standing; enrollment verification letters/forms, insurance forms, mail merges, envelopes, reports, etc.
  8. Performs data-entry into Colleague of information from various forms (i.e. Emergency Contact, FERPA, etc.).
  9. Performs data-entry, updates and tracks first-year studies (FS 102) requirements.
  10. Assists with registration of students.
  11. Assists with data-entry of class schedules including drop/add/withdraw.
  12. Assists with prerequisite checking.
  13. Assists with data-entry of transfer credit.
  14. Assists with graduation and commencement processes and preparation including, but not limited to maintaining list of graduates, mailing diplomas, cap & gown orders, etc.
  15. Assist with record keeping of NAIA and athletic eligibility rosters.
  16. Proofreading documents.
  17. Assists with curriculum, academic calendar, and catalog.
  18. Performs additional duties as required by the University Registrar; including, but not limited to, typing, data research, or copying and assembling materials.
  19. Utilizes word processing, the Internet, electronic mail, spreadsheets, databases and other computer and technologically enhanced learning tools to carry out responsibilities in an efficient and thorough manner.
  20. Performs other duties as assigned.

Position requires continuous contact with co-workers, supervisor, student workers, faculty, and staff in order to assign jobs, obtain instructions, make decisions, and answer any questions that may arise. Contact with students and parents is necessary in order to talk about schedules, transcripts, enrollment information, class instructors, and any other inquiries that may arise. These relationships are maintained through e-mail, telephone, and/or person-to-person contact.

Education/Skill Requirements:

  • Baccalaureate degree.
  • Admission to the University of Pikeville Master of Business Administration (MBA)program.
  • Some experience using basic clerical skills.
  • Must have ability to multi-task.
  • Must have excellent written and oral communication, organizational, typing, and critical thinking skills.
  • Attention to details.
  • Strong interpersonal skills, diplomacy, and good customer service orientation.
  • Must be proficient with Microsoft Office, particularly Word and Excel.
  • Must be familiar with conducting research on the Web.
  • Preferred experience working with office equipment (i.e. computer, copier, multi-line telephone, printer, and scanner.
  • Must be able to maintain confidentiality.

**Graduate Assistants receive tuition waivers of up to 6 hours of classes per semester, housing & a meal plan. However, if the GA does not reside on campus, then he/she will receive a monthly stipend in lieu of room & board. The meal plan covers the actual number of weeks that classes are in session during the fall, spring, and summer semesters.

Important Notes: Resume and other application materials will be reviewed to determine if you meet the required qualifications for the position. If it is determined that you meet the required qualifications, your application materials will be used to identify a top group of the most highly qualified candidates. Please, specifically address the qualifications, competencies and desired qualifications in your resume and application materials.

The University of Pikeville is committed to providing a safe and productive learning, living and working community. To achieve this goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history.

The University of Pikeville is an equal opportunity employer committed to assembling a diverse, broadly trained faculty and staff. The University of Pikeville does not discriminate on the basis of race, ethnicity, color, sex, gender, gender identity, sexual orientation, religion, national origin, age or disabilities in its programs, activities, hiring, or the admission of students. 

For more information about the University of Pikeville, please visit Interested applicants should complete the online application by visiting In addition to the application, interested applicants are requested to attach to their application a letter of interest, current resume, and the contact information for three to five professional references.

Date Posted: 04/28/2023
Department: Academic Affairs
Employment Type: Part-Time (20 hours)
Position Type: Student Worker
We are no longer taking applications for this position.