Student Records Manager

Posted: 10/28/26 Deadline: 11/25/26 Salary: $43,819.00 - $68,013.00 Annually Reference Number: 202600072 About This Organization Saint Mary’s College of California Job Duties Student Records Administration Analyze, evaluate, and process incoming student records and academic documentation in accordance with established College policies, procedures, and academic requirements. Process transcript requests, diplomas, Academic Evaluation Changes, Independent Study and Internship Petitions, Grade Change Petitions, Declaration of Major Petitions, and other assigned academic records transactions. Process education, enrollment, and degree verification requests using established procedures and applicable systems. Review academic records and evaluations for completeness and accuracy and process authorized updates and corrections. Identify incomplete, inconsistent, or unusual records and refer matters requiring additional academic or policy review to the Registrar or other appropriate College official. Maintain accurate documentation supporting student records transactions and changes. Records Management & Data Integrity Maintain the accuracy, integrity, confidentiality, and appropriate use of electronic student records. Create and run reports using institutional reporting systems to audit records for accuracy, completeness, and data integrity. Review report results, identify discrepancies or errors, and process or coordinate appropriate corrections in accordance with established procedures. Support systematic controls governing the creation, receipt, maintenance, use, retention, and accuracy of electronic student files and records. Maintain student information in applicable Student Information Systems, document imaging systems, transcript and diploma systems, and related Registrar technologies. Assist with identifying recurring records or data issues and communicate findings to appropriate Registrar staff. Customer Service & Records Support Research and respond to student records inquiries and requests from students, faculty, staff, and authorized external constituents. Provide accurate information regarding Registrar policies, procedures, academic records requirements, transcripts, diplomas, petitions, and verification processes. Communicate established regulations, procedures, documentation requirements, and processing timelines to students, faculty, and staff. Research records-related questions and provide information consistent with established College policies and procedures. Maintain confidentiality and appropriately safeguard student education records and personally identifiable information. Provide timely and professional service through telephone, email, in-person, and other established communication channels. Other Duties as Assigned. Required Qualifications Education: Associate’s degree from an accredited institution required. Bachelor’s degree preferred. Experience: Minimum of two (2) years of progressively responsible experience in student records, Registrar operations, higher education administration, records management, data processing, or a closely related area required. Experience working with student information systems, academic records, transcripts, diplomas, or degree and enrollment verification processes preferred. Skills/Abilities Knowledge of or ability to learn student records administration, Registrar operations, academic records processes, and applicable College policies and procedures. Demonstrated ability to analyze and process detailed student records and academic documentation accurately and consistently. Strong attention to detail and commitment to maintaining accurate records and data integrity. Ability to interpret and apply established policies, procedures, academic requirements, and records-processing guidelines. Ability to create and run reports, review results for discrepancies, and coordinate appropriate records corrections. Experience working with Student Information Systems and related higher education administrative technology. Experience with or ability to learn transcript, diploma, document imaging, verification, and records-management systems. Knowledge of or ability to learn National Student Clearinghouse services and their application within higher education. Proficiency with Microsoft Office, Google Workspace, and related productivity and data-management applications. Strong research, organizational, problem-solving, and time-management skills. Ability to manage a high volume of detailed transactions and competing priorities while meeting established deadlines. Excellent written, verbal, interpersonal, and customer service skills. Ability to communicate records requirements, processes, and procedures clearly to students, faculty, staff, and external constituents. Ability to identify matters requiring additional review and appropriately refer or elevate them. Demonstrated ability to exercise discretion and maintain the confidentiality of student education records and sensitive information. Licenses & Certifications: N/A Moraga, CA Salary $43,819.00 - $68,013.00 Annually #J-18808-Ljbffr Society for College and University Planning