Office assistant

The Kansas City Art Institute is accepting applications for Office Assistant. 
The office assistant reports to the registrar and is responsible for the accurate maintenance of student academic records, adherence to federal and state mandates regarding student information, and the routine operations of the registrar’s Office. The office assistant will also assist with answering questions from students, parents faculty, alumni, and staff.
Knowledge, Skills, and Qualifications
  • Bachelor’s degree required.
  • General understanding of the registration, scheduling and academic requirements process.
  • Ability to use the latest computer equipment and programs being used by the department, including, but not limited to:
o   Microsoft office suite products, including Word, Excel, and Power Point.
o   Advanced Excel knowledge including charts, and budget spreadsheets
o   database systems
  • Must have strong clerical, data entry, and organizational skills.
  • Must have strong interpersonal skills to work well with students, faculty and staff.
  • Ability to handle conflicts in a constructive manner.
  • Ability to work a minimum of 37.5 hours a week.
  • Ability to lift 50 pounds and transfer short distances.
  • Possess manual dexterity sufficient to operate telephones, computers, and phone equipment.
  • Ability to speak and communicate clearly in order to accurately convey information in person or by phone.
  • Ability to handle conflicts in a constructive manner.
  • Ability to clearly communicate with others in writing.
  • Ability to hear normal audio levels of speaking whether in person or over the phone.
  • Vision correctable to 20/40.
  • Knowledge of regulations, policies and procedures as related to the release of student information.
  • Ability to always present a pleasant, courteous, and service oriented attitude.
  • Ability to work with minimum supervision, and under the pressure of deadlines to begin projects independently, to follow through in obtaining documentation and authorizations, and to bringing assigned duties and projects to completion on a timely basis.
  • Serve as first point of contact for students, faculty, staff, alumni and public for the office.
  • Perform tasks for daily functioning of the Registrar’s Office.
  • Maintain permanent academic files, including transcripts for all current and former students.
  • Be mindful of and adhere to FERPA regulations as related to the release of information of student records.
  • Follow all federal and state regulations as they pertain to student records and release of information.
  • Process and supervise processing of requests for transcripts, enrollment and/or graduation verifications.
  • Facilitate faculty access to class rosters and grade rosters as required.
  • Accurately enter data into systems including student information, grades, course information, etc. 
  • Process all academic certifications for federal, state, and local agencies, and for other authorized parties.
  • Assist Registrar in research and preparation of reports.
  • Provide appropriate student information to various KCAI offices/departments as necessary.
  • Assist in preparation for commencement/graduation as directed.
  • Maintain supplies/inventory for operations in the Registrar’s Office.
  • Schedule room utilization for academic spaces outside of regular class use.
  • Work with the Academic Advising and Career Services department on information conveyed from the Registrar’s Office.
  • Other duties as assigned.
  • Manage student withdrawal process including appropriate notification.
  • Manage add/drop and wait list processes and procedures.
  • Work with Admissions department to process re-admitting students appropriately.
  • Management of approved departmental budget.
  • Manage and communicate Registrar Office short term and long term goals.
  • Maintain professional expertise and participate in professional development when appropriate.
  • Other duties as assigned
About KCAI
The Kansas City Art Institute is a four-year, independent and NASAD-accredited college of art and design founded in 1885. It is located in the cultural heart of metropolitan Kansas City, Mo., in immediate proximity to the Nelson-Atkins Museum of Art and the Kemper Museum of Contemporary Art. The college enrolls about 650 undergraduate students regionally, nationally and internationally. For more information visit
Application deadline and procedures
This position is open until filled.
Attach to the email in PDF format only:
  • Letter of application
  • Resume
  • Statement of registration and records philosophy
  • List of three professional references we may contact 
Complete application submissions will be acknowledged by return email.
Questions may be directed to:
Kansas City Art Institute is an Equal Opportunity Employer.