Operations and Records Manager - Part-Time - Bellarmine University

Location: Louisville, KY Category: Staff Positions Job Type: Part-time Non-Exempt Posted On: Mon May 18 2026 Job Description: The primary responsibilities of this part‑time (15‑20 hours per week) position are 1) to provide management and support for the overall day‑to‑day operations of the Office of the Registrar, and 2) to oversee and maintain student status and enrollment records. Office Operations: Develop expertise to process all ERP transactions related to registration and records (e.g., add/drop/registration, address changes, photo submissions, withdrawal/hiatus forms, etc.). Complete custom enrollment verifications and letters, including deferment requests. Manage requests for duplicate diplomas and academic records. Produce and reconcile official transcript requests with the National Student Clearinghouse. Oversee mailings, including retrieval and distribution of incoming electronic transcripts. Create and submit purchase orders/requisitions for office staff (budget management) and facilities work orders. Ensure office inventory (e.g., diploma mailers, Latin Honors medals, paper, toner, etc.) is adequately stocked. Monitor office phone's voicemail. Train and supervise student employees. Serve as the Associate Registrar's primary backup for managing the Registrar's Office inbox. Student Records & Data Integrity: Collaborate with other offices to reconcile all incoming student data before each semester's census day. Manage the declaration/change of major and change of advisor processes for upper‑level undergraduates and graduate students. Collaborate with the Student Success Center on first‑year and sophomore records as needed. Ensure all documents for current students are properly stored in OnBase (document imaging system). Oversee OnBase workflows and implement quality control checks for document indexing. Ensure the integrity and confidentiality of student and alumni records, strictly adhering to university policy and FERPA guidelines. General Support and Other Duties: Support the Associate Registrar with faculty attendance reporting processes and resolve issues leading to student administrative withdrawals. Support the Associate Registrar with transfer credit evaluation and entry, including credit for prior learning. Support the Associate Registrar with National Student Clearinghouse transmissions and error reconciliation. Support the Associate Registrar with the input, development, and implementation of the academic course schedule each semester. Provide back‑up support to all office staff members during absences. Other duties as assigned. Job Requirements: Associate's degree or a minimum of three years of experience in student services, higher education, or a related field. Excellent customer service skills. Ability to be on‑site for scheduled work hours. Professional demeanor with strong written and communication skills. Excellent organization and attention to detail. Ability to establish priorities and perform accurately under pressure. Aptitude for understanding and analyzing data, recognizing anomalies, and interpreting requirements. Willingness to learn and adopt new technology solutions. Team-focused and willing to contribute to achieving a higher level of service. Preferred Qualifications: Proficiency with Microsoft Office products. Experience using Ellucian Colleague (ERP), Hyland OnBase (document imaging), or comparable technologies. Familiarity with the services provided by the National Student Clearinghouse. Ability to analyze existing procedures/practices and identify/implement improvements for efficiency and effectiveness. Additional Information: Apply Online #J-18808-Ljbffr Bellarmine University