Specialist, Academic Records Job at Stevenson University
Specialist, Academic Records
Stevenson University
Summary:
Stevenson University
The Academic Records Specialist is responsible for performing day-to-day front line operations and delivering high quality customer service in the Registrar's Office. Specific responsibilities include, but are not limited to, answering and responding to telephone calls; managing and maintaining the Registrar's Office email account; sorting, opening, and distributing mail delivered to the office; preparing and providing official/unofficial academic transcripts, degree/enrollment verifications, and diplomas upon request; registering students; maintaining data in the student records database and correcting discrepancies; receiving and distributing student forms; maintaining office equipment and supplies inventory and ordering as requested; monitoring and updating the Registrar's Office portal site; scanning records and other documents; and researching problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned. Adherence to the Family Education Rights and Privacy Act (FERPA), as amended, and all University policies is essential in ensuring the integrity, accuracy, and confidentiality of all student data. The Specialist serves as a member of the Registrar's Office team and supports overall operations, events, and initiatives as assigned.
Department: Registrar's Office
Education/Experience:
Associates degree is required plus two years of related work experience in records and registration, or an equivalent combination of education and experience. Experience in higher education is preferred.
Knowledge/Skills/Ability:
- Highly organized with critical focus on detail, accuracy, and efficient workflow.
- Ability to handle confidential and sensitive information appropriately, and to maintain strict confidentiality.
- Excellent oral and written communication skills, strong customer service orientation, and ability to interact with a wide variety of people in a friendly, professional manner.
- Excellent interpersonal and cultural competency skills and demonstrated ability to communicate professionally with diverse constituencies.
- Ability to work effectively under pressure and to meet deadlines.
- Demonstrated ability to multi-task, set priorities, and make sound judgments.
- Demonstrated ability to work independently and as a member of a team.
- Proficient in using Microsoft Office applications.
- Experience using student information systems (e.g. Ellucian Colleague) and other web-based student platforms.
- Excellent work ethic, with strong organizational, reasoning, and problem-solving skills.
- Strong commitment to integrity, excellence, learning, and community.
- Strong commitment to professional development.
- Ability to travel between campuses as needed.
- Ability to work evenings and weekends as needed.
Physical Requirements:
Light work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sedentary work: data entry, talking, hearing, repetitive motions. Close visual acuity. Not substantially exposed to adverse environmental conditions.
Essential Functions:
- Develop a working knowledge of FERPA standards, accreditation standards (Middle States Commission on Higher Education), and relevant University policies, practices, and procedures, and apply this knowledge in performing all job functions.
- Maintain strict confidentiality regarding all aspects of the position.
- Use Ellucian Colleague accurately, effectively and efficiently to perform job duties.
- Serve as a primary point of contact for inquiries and visitors to the Registrars Office, and provide excellent front line customer service.
- Receive and distribute all relevant forms quickly and accurately.
- On a daily basis, answer and respond to telephone calls; check voicemail and return calls; manage and maintain the Registrars Office email account; sort, open, and distribute mail delivered to the office.
- Maintain office equipment and supplies inventory and place orders as requested.
- Produce academic transcripts and degree/enrollment verifications on a daily basis.
- Research problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned.
- Enrollment actions, including but not limited to, adding, dropping, or withdrawing student classes.
- Manage the registration process for new, non-degree seeking students.
- Scan student records and other documents on a daily basis.
- Provide support for students and faculty in the use of WebXpress and other student success software platforms as directed.
- Maintain data in the student records database and correct discrepancies.
- Monitor and update the Registrars Office portal site.
Reports To: University Registrar
Work Location: Owings Mills
Position Category: Staff
Position Type:
Months/Year: 12
Hrs/Week: 40
FLSA: Non-Exempt
Close Date:
Open Until Filled: No
To be considered for this position please visit our web site and apply on line at the following link: stevenson.peopleadmin.com
EOE/AA Employer of Minorities/Females/Veterans/Disability
jeid-bd66378e1053f84c86ccbed52f6896bd
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