Academic Records Manager

Job Description

Job Description

TITLE: Academic Records Manager

DEPARTMENT: Office of Registrar

REPORTS TO: Registrar

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

LOCATION: On-Site Main Campus

EMPLOYMENT STATUS: Full-Time

EMPLOYMENT CLASSIFICATION: Exempt

JOB SUMMARY:

Under the general direction of the Registrar, the Academic Records Manager provides professional leadership and operational support for academic records management and graduate student services. This position serves in a dual-capacity role supporting both the Office of the Registrar and Graduate Studies by providing graduate academic advising while coordinating academic records administration, registration processes, degree certification, institutional reporting, and compliance with applicable federal, state, accreditation, and University regulations. The position exercises independent judgment in interpreting academic policies, maintaining the integrity of student records, resolving complex records issues, and supporting institutional effectiveness. This position requires a regular, reliable, and consistent on-campus presence to effectively perform advising, records management, student support, and administrative responsibilities and is not suitable for remote work except as approved in accordance with University policy.

ESSENTIAL JOB FUNCTIONS:

• Provides individualized academic advising to graduate students regarding degree requirements, course selection, academic policies, graduation planning, and available University resources.
• Coordinates graduate student onboarding, orientation, registration, and academic support services.
• Monitors graduate student academic progress and collaborates with faculty, program coordinators, and University administrators regarding academic standing, probation, retention, and graduation.
• Assists students with graduate admissions processes, graduation requirements, academic planning, and referrals to appropriate campus resources.
• Represents Graduate Studies and the Office of the Registrar at recruitment events, admissions activities, orientations, and other University functions.
• Assists with graduate catalog revisions, curriculum updates, admissions processing, and maintenance of academic program information within GRADCAS and other University systems.
• Maintains accurate, confidential, and compliant student academic records in accordance with FERPA, University policies, accreditation standards, and applicable federal and state regulations.
• Coordinates registration activities, including course enrollment, schedule adjustments, withdrawals, academic appeals, curriculum updates, and related student records processes.
• Processes graduation applications, performs degree audits, verifies completion of academic requirements, and confers degrees in accordance with University policies and procedures.
• Coordinates transcript requests, enrollment verifications, and related student record services through the National Student Clearinghouse and other approved systems.
• Processes major and minor changes, grade changes, residency determinations, academic record corrections, and related student information updates.
• Utilizes Banner Student Information System, Degree Works, ARGOS, and other institutional systems to maintain student records, generate reports, support institutional planning, and ensure data integrity.
• Assists with athletic eligibility certifications and other specialized student record requirements as assigned.
• Supports the implementation, maintenance, and enhancement of Degree Works, CourseLeaf, Reverse Transfer initiatives, and other academic technologies.
• Assists in preparing institutional reports and maintaining data required for accreditation, state and federal reporting, compliance reviews, and strategic planning initiatives.
• Maintains confidentiality of student records and sensitive institutional information while ensuring compliance with applicable privacy and records management requirements.
• Maintains a regular, reliable, and consistent on-campus presence to effectively perform the essential functions of the position.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Comprehensive knowledge of academic advising principles, student success strategies, and higher education administration.
• Knowledge of FERPA, student records regulations, accreditation standards, and applicable federal and state requirements governing academic records.
• Knowledge of student information systems, degree audit systems, reporting software, and Microsoft Office applications.
• Ability to interpret and consistently apply University academic policies and procedures.
• Strong analytical, organizational, and problem-solving skills with attention to detail.
• Ability to manage multiple priorities while meeting established deadlines.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.
• Strong interpersonal, customer service, and communication skills.
• Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, and external agencies.
• Ability to prepare reports, analyze data, and support institutional decision-making.
• Ability to communicate effectively, both verbally and in writing.

SUPERVISORY RESPONSIBILITY:

• This position does not have supervisory responsibility.

OTHER DUTIES:

• Perform other duties as assigned.

QUALIFICATIONS:

• Bachelor's degree from an accredited college or university is required.
• Master's degree in Higher Education Administration, Education, Student Affairs, or a related field is preferred.
• Minimum of two (2) years of progressively responsible experience in higher education advising, registrar operations, enrollment services, or academic administration.
• Experience using Banner Student Information System or comparable enterprise student information systems is preferred.
• Experience with Degree Works, ARGOS, GRADCAS, National Student Clearinghouse, or similar higher education technologies is preferred.

Licensing and Certifications: NA

WORKING CONDITIONS:

• Work is performed primarily in a professional office environment and requires frequent interaction with students, faculty, staff, and external constituents.
• Work requires prolonged periods of sitting, standing, walking, repetitive hand movements, and extended use of computers and other office equipment.
• Occasional lifting or moving of materials weighing up to 30 pounds may be required.
• Occasional evening or weekend work may be required to support registration, commencement, orientation, or other University events.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.