Student Records Specialist

3 weeks ago

Lakewood, United States Georgian Court University Full time
Job DescriptionJob DescriptionThe Student Record Specialist is a key officer of the university Registrar Office responsible for processing & maintaining student records, academic audits, conferment of degrees, student record verification and maintenance of the student database system. As such the position holder will be in direct contact with students and their family, faculty and administration and other individuals or organizations working with the office.

Working under the direction of the Associate Registrar in the coordination, development, and implementation of all record services. Working as part of a team, the specialist will collaborate on all services and responsibilities for the office of the Registrar and specifically for the student academic records and degree audit/conferment processes. The position holder will communicate and work with prospective and current students, primarily by in-person appointments, telephone, email, and video/virtual chat on the registration process at Georgian Court University.

The incumbent must possess a strategic and curious mind with an ability to communicate and create positive university appeal with students and create connections and partnerships with faculty and staff. This professional must be enthusiastic, people-oriented and enjoy working with college students. This position resides in a fun and fast-paced department, and the incumbent must be detail oriented, have exceptional organization skills, strong computer and software skills and have a positive attitude.

This position requires the ability to travel locally for the purpose of training and student support, which may include occasional evening and weekend hours.


Essential Functions:

In this role, the incumbent is responsible for:

  • Managing student academic records through utilization of the Student Information System.
  • Understanding, applying, maintaining and ensuring all student information is accurate, complete and in compliance with mandatory university, state and federal policies regarding data and the enrollment and records of students, such as FERPA, ADA and more.
  • Processing, management and maintenance of degree audit and conferment, including all communications, actions and requirements under the direction of the Associate Registrar.
  • Evaluate and improve all graduation processes to meet or exceed industry standards and operational efficiencies for strong customer services.
  • Maintain accurate student records, changes and communications including official document production and delivery such as diplomas, transcripts, enrollment verification letters and other such official documentation.
  • Crosstrain with office members in the processes of the office of the Registrar.
  • Maintain documentation processing for areas of responsibility and assist others in their documentation as well.
  • Work with IT to test new software, software releases, report functionality and other such items. Train students, staff and faculty as appropriate on data access and usage as implementations are made.
  • Represent the office, department or division on a variety of university committees including active participation in a school curriculum committee to address curricular questions in relation to degree awarding, catalog interpretations and system limitations.
  • Maintaining knowledge of university curriculum, rules, regulations, and guidelines applicable to students.
  • Maintain degree planning and auditing processes and systems.
  • Be a team player in the office, learning and supporting the work of coworkers to support the office, department and university mission.
  • Integrating the core values of respect, compassion, integrity, justice and service in all aspects of interaction.
  • Other duties as assigned.


Miscellaneous/secondary responsibilities that are sometimes involved in this job:

  • Team player willing to learn all aspects of the Registrar Office.
  • Creative thinker that will seek out solutions that streamline inefficiencies and improve service.
  • Strong communication skills
  • Strong analytic skills for manipulation of software for processes.
  • Ability to multi-task
  • Strong attention to detail


Qualifications:

The minimum qualifications for this position are:

  • 1+ years of experience
  • Valid driver’s license from State of residency
  • Ability and willingness to travel locally and in state. Availability and willingness to work evenings and weekend hours as necessary.
  • Proficiency using Microsoft Office, especially Excel, Access, and other database and spreadsheet applications.
  • Ability to read and comprehend technical manuals
  • Excellent listening, communication, interpersonal and relationship-building skills with the ability to communicate clearly in person and writing.


The preferred but not required qualifications for this position are:

  • Earned Bachelor’s degree
  • Experience with auditing and mapping processes
  • Experience with PowerCampus or Ellucian Systems
  • Experience using student information systems, customer relationship management (CRM) systems and communication technologies
  • Bilingual



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