POSTING DATE: January 22, 2013

Wayland Baptist University - San Antonio Campus


Main Campus


Records Manager


The Receptionist greets the general public, students, customers, visitors, and other interested parties, both in person and on the telephone. Provides information regarding activities conducted at the university such as location of departments, offices, and employees within organization. Answers questions and inquiries, make referrals to, and obtain information for the general public, students, customers, visitors, and other interested parties. Provides clerical or administrative support activities to fulfill the Records Section operations as needed. Verifies completeness and accuracy of work, computations, and records. Interacts with, coordinates, or performs activities associated with correspondence with the Plainview campus. Consults with supervisor and other personnel to resolve problems, such as equipment performance, output quality, and work schedules. Provides related services to students and staff. Files records, correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locates and removes material from file when requested. Returns material to file upon completion. Reviews folders and other files to determine proper order of materials and re-files according to File Order Procedures.


1. Greets people entering the university, determines nature and purpose of visit, and directs visitor to specific destination, or answers questions and provides information in a friendly, yet professional manner.

2.  Provides information to public regarding tours, classes, workshops, and other programs.

3.  Answers telephone to schedule appointments, provide information, or forward call.

4.  Handles multiple line telephone system, including answering and transferring calls to the appropriate person.

5.  Schedules appointments.

6.  Transmits information or documents to customer, using computer, mail, or facsimile.

7.  Analyzes data to determine answer to customer or public inquiry.

8.  Records, compiles, enters, and retrieves information, by hand or using computer.

9.  Collects and distributes messages for employees of university.

10.  Types memos, correspondence, or other documents.

11.  Enrolls individuals in programs during registration.

12.  Files and maintains records.

13.  Hears and resolves complaints from customers and public.

14.  Monitors facility to ensure compliance with regulations.

15.  Performs duties such as taking care of plants and straightening magazines to maintain lobby or reception area. Keeps reception area in neat and tidy order - books in place, schedules supplied and neatly displayed, chairs in order.

16.  Checks students into computer lab.

17.  Prepares material for mailing to prospective students.

18.  Documents and records information through data entry, transcribing, recording, storing, or maintaining information in written or electronic form.

19.  Answers telephone and provides information/assistance

20.  Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.

21.  Locates and retrieves files upon request from authorized users.

22.  Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.

23.  Scans or reads incoming materials to determine filing order or location.

24.  Inspects or examines materials or files for accuracy, legibility, or damage.

25.  Inserts additional data on file records (i.e. telephone numbers, address changes, etc.).

26.  Makes copies of data and records, using photocopying equipment.

27.  Faxes materials as required and within the policies regarding privacy and confidentiality.

28.  Maintains file security and adheres to policies regarding privacy and release of sensitive information.

29.  Communicates effectively with supervisors and peers – provides information to supervisors and co-workers by telephone, in written form, e-mail, or in person.

30.  Performs necessary support for registration and graduation.

31.  Works in a cross-functional team capacity to develop, coordinate and implement the registration schedule and process.


The above statements are not a complete list of responsibilities and duties performed by employees in this position. Employee may perform other related duties as assigned by the Records Manager.

QUALIFICATIONS: A commitment of Christian Higher education and in agreement with the purposes and philosophy of Christian higher education as promoted by the Baptist General Convention of Texas in general and Wayland Baptist University in particular.
Education, Certification and Licence:

1.  High School Diploma or GED required with emphasis on office management/office skills desired.

2.  Bachelor’s degree in business or related skills highly desired.

Experience & Knowledge:

1.  Experience in a university administration setting, preferably student records office or registrar office.

2.  A deep commitment to Christian Higher Education and agreement with the purposes and philosophy of higher education as promoted by the Baptist General Convention of Texas in general and WBU in particular. 

3.  An understanding of and commitment to work with educational programs related to churches, businesses, industries, and the military.

Skills & Abilities:

1.  Must possess good computer skills with Microsoft Word, Excel, Oasis and PowerPoint experience.

2.  Must possess a working knowledge of the University Power Campus program.

3.  Must possess good verbal and written skills plus good listening skills.

4.  Must be detail-oriented and have good organizational skills.

5. Ability to understand and interpret personnel policies and procedures.

6.  Ability to be flexible, prioritize and available to work extended hours as needed.

7.  Ability to follow directions and work cooperatively with others.

8.  Service orientation – actively looks for ways to help people and solve their problems.

Additional Requirements:

Must have no delinquent or defaulted items on Credit Report.  A credit check will be conducted to insure the requirement is met.

THE UNIVERSITY: Wayland Baptist University is a four-year liberal arts university. The institution is affiliated with the Baptist General Convention of Texas. The Wayland Baptist University System is comprised of the Plainview campus, which is predominately a residential campus, twelve external campuses, and the Virtual Campus offering courses in a broad range of academic areas.

Applications may be submitted online or you may download it from the top of this web page by clicking on Application for Employment.

Interested individuals MUST submit the following information:

1. Letter of Interest

2. Completed University Application of Employment with Faith Statement (Link to Application Below)

3. Current Resume

4. List of Current References

Please send this information to:

James Antenen, Executive Director/Campus Dean

Wayland Baptist University - San Antonio
11550 IH 35N
San Antonio, TX 78233
Phone: (210) 826-7595
Fax: (210) 826-5699


Position will remain open until filled.

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, or disability. Under federal law, the university may discriminate on the basis of religion in order to fulfill its purposes.