Assistant Records Management Officer - Office of the Registrar

Assistant Records Management Officer

The Assistant Records Management Officer supports the Records unit of the Office of the Registrar including handling customer requests for enrollment or degree verifications, diploma issuance customer service, and working with the National Student Clearinghouse (NSC) web-based portal, the Banner database, and archived academic ledgers for verification and discrepancies.

Duties & Responsibilities:

• Receive customer requests for verification of academic records using online request systems. Troubleshoot over the phone and in person.
• Check customer photo identification for security purposes upon distribution of verifications in person and coordinate payment when required.
• Check Banner system for status on academic records.
• Review archived documents against information posted on the Banner database. Note any discrepancies and corrections to office processors.
• Process all verification requests originating due within the NSC web-based portal.
• Assist in diploma processing, customer service, and coordinate late degree diploma orders.
• Coordinate name changes for diploma names as well as assist in all aspects of quality assurance, issuance, and ordering of diplomas.
• Timely completion in the Banner database each semester of GPA recalculations when assigned by Assistant or Associate Registrars for exclusion of certain courses from GPA per college approval and university policy.
• Monitor and process graduate requests from online Degree Letter dashboard. Monitor and respond to inquiries from faculty and students received through help ticket system.
• Process Diploma Apostille processes while conforming to the Secretary of State requirements.
• Assists in consulting with record-generating departments for transcript production and enrollment verifications, providing technical expertise relative to records generation, inventory management, and disposition of enrolled student records.
• Recommends to the supervisor policies and procedures related to record maintenance and disposition.
• Directs daily activities of the records center staff and student workers involved in microfilm production and processing, data retrieval and storage, and other allied services.
• Assists in the training of staff in the operation of micrographic equipment, imaging systems, and transcript production and delivery techniques.
• Maintains inventory of commodities used in record production and storage.
• Assists in the maintenance of production records for the unit and equipment and labor utilization records.
• Assist students with transcript ordering (phone and online help systems). Assist in person when needed and interact with student services offices related to transcript ordering.
• Assist current students, former students, and third parties with all aspects of records requests including transcript requests, enrollment verifications and degree verifications.
• Must use university policies found in the Undergraduate and Graduate Catalogs, Registrar website, and University Administration systems related to release of transcripts.
• Resolves problems, which require the interpretation, explanation, and justification of University policies related to grade reporting.
• Performs quality control audit of transcript production particularly related to older records and colleges with non-standard grade submission such as the College of Medicine.
• Organize processes to best serve students and Registrar staff to meet student requests.
• Maintains knowledge of university policies and procedures related to processing academic student records and keeps current on any changes.
• Perform other related duties and participate in special projects as assigned.

Minimum Qualifications Required:

1. Any one or combination totaling three (3) years (36 months) from the categories below:
   1. Coursework in administrative sciences, business administration, or a closely related field, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
   2. Work experience in the management of records systems and micrographics technology.

Preferred Qualifications:

• Experience in higher education.
• Experience with Banner or another Student Information System.
• Knowledge of FERPA privacy standards.
• Strong interpersonal and communication skills, with the ability to effectively support a diverse student population.
• High attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office and university administrative systems.