Academic Records Specialist

Academic Records Specialist

Under the direction of the Registrar, the Academic Records Specialist assists with ensuring Registrar functions. Additionally, this position has a shared responsibility of organizing and supervising daily operations concerned with registration and using software for registrar-related functions. This position has a heavy focus on management of student academic records, transcripts, enrollment verifications, and records system processing along with the enforcement of record retention and FERPA compliance.

Works with all University stakeholders (staff, students, faculty, cabinet).

Enforce policies and procedures for delivery of quality student support services.

Organize and maintain official files and documents in office (to include record retention and destruction).

Manage all official and unofficial transcripts (electronic or paper) sent by UP to any third party.

Maintain a database/filing system for all transcript requests and mailings.

Maintain accurate records and transcript database for both current and non-current students.

Process student documentation through use of databases.

Assist with the degree posting processes (honors list, mail delayed diplomas, and mail complimentary transcripts).

Assist in the organization and coordination of commencement events.

Secure all records according to AACRAO regulations.

Comply with legal release of information and public information act; i.e. FERPA and Public Information Act.

Cooperate with the Registrar's Office to oversee advisor, assignment and assessment (including personnel in academic success center).

Assist Registrar with FERPA education and training.

Provide accurate information regarding University policies and procedures.

Completion of loan deferment forms and enrollment/degree verifications.

Assist and support management of academic petitions.

Main oversight of general Registrar's Office phone calls.

Main oversight of general Registrar's Office email account.

Other duties as assigned by Supervisor.

Associate degree or related work experience accepted.

A minimum of one years' experience working in higher education setting preferred.

Experience working with file management systems is preferred.

Proficient computer skills and a working knowledge of software programs and communication methods is required; this includes Microsoft Office Suite (Word, Excel, & PowerPoint).

Excellent written and oral communications skills is required.

Ability to work independently, with minimal supervision and excellent time management skills is required.

Previous work with Student Information Systems preferred.