Records Specialist

Records Specialist

The University of Rio Grande/Rio Grande Community College seeks qualified candidates for the position of Records Specialist. Reporting to the Registrar, this full-time hourly position is offered with a comprehensive benefit package including health insurance, retirement, life and disability insurance, paid leave, educational benefits, and all other benefits associated with full-time employment.

Position Summary: Performs various office duties; including answering phones, taking messages, and providing necessary information to students and faculty; processes student registration, add/drops, and withdraw requests; processes transcript requests; processes enrollment verifications as needed; enters information in the student information system, such as grades, name and address changes; maintains electronic student records in the document management software; Processes online transcript requests and degree verifications; provides assistance with commencement preparations. Provides general support to the Office of the Registrar as needed, and performs other duties as required.

Essential Job Duties

A. Receptionist

• Provides coverage in the lobby/reception area of the Registrar's Office
• Answers incoming calls, screens and directs calls.
• Takes and delivers messages to appropriate staff.
• Provides general information to callers when appropriate, including information about admission policies, registration, and transcript requests.
• Retrieves, screens, sorts, and distributes mail and faxes as needed.
• Greets and receives students, parents, and visitors; determines needs and provides necessary information or directs people to appropriate personnel

B. Faculty and Student Services

• Distributes appropriate forms requested by students and faculty, including registration, drop/adds, withdrawals, course by arrangement, transient student, address corrections, graduation applications, etc.
• Receives and processes student record information from students and faculty, including grades, drop/add, withdrawals, and registration.
• Receives and processes forms and communication from students, including enrollment verification and transcript requests.
• Files students' records, including transcript requests, registration forms, and schedule changes for scanning.
• Gathers student records information for other university offices, including the Admissions, Financial Aid, and others as needed.
• Prepares, prints and processes student transcripts.
• Coordinates with the Admissions and Business Offices to process graduate workshop registrations, payments and grades.

C. Data Entry

• Enters and updates biographical student data.
• Enters registrations, drop/adds, withdrawals and other schedule changes.
• Enters grades as needed.
• Compiles, prepares, stores, retrieves and maintains student's electronic files.

D. Support Services

• Types, proofreads, files, photo copies, etc. various correspondences, forms, reports and communications for the Office of the Registrar.
• Submits maintenance requests. Composes, types, proofreads, files, photocopies, etc. various correspondences, forms, reports and communications for student enrollment verifications.
• Compiles, prepares, retrieves, stores, and maintains files.
• Other duties as needed.

Position Qualifications:

• Associate Degree (or equivalent completed hours) from accredited institution of higher learning
• Minimum 1-year experience in a professional office setting
• Demonstrated experience and skills using Microsoft Office Products including Word and Excel.
• Sensitivity to cultural diversity and ability to communicate and interact effectively with diverse populations
• Willingness to participate in special training programs and classes as required.
• Strong oral and written communications skills
• Demonstrated ability to establish priorities, work independently and proceed with objectives without supervision.
• Ability to establish and maintain effective working relationships with supervisors, co-workers, constituents, and public.

Application Instructions: Please send cover letter, resume, transcripts (unofficial accepted for application purposes), as well as the names and contact information of at least three professional references to Olivia Bevan, Registrar, through the University's online application system. Review of applications will begin immediately. Position is open until filled. Background check and official transcripts required prior to hire.