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Student Records Administrator

2 months ago

Great River, New York, United States St. George's University Full time
Student Records Administrator

The Student Records Administrator plays a crucial role in the management and upkeep of student documentation. This position is dedicated to ensuring that all student records are accurately maintained and organized in accordance with institutional policies regarding record retention. The Administrator is tasked with the filing and digitization of essential documents, while also overseeing the processing of correspondence for the Registrar's Office and Clinical Education Operations. This role emphasizes adherence to established policies and procedures, ensuring precision in all academic records related to students. Furthermore, the Student Records Administrator is committed to providing exemplary customer service to all stakeholders, including students, faculty, and staff, while strictly observing the Family Educational Rights and Privacy Act (FERPA). This position reports directly to the Associate Registrar for Student Records.

Key Responsibilities
  • Efficiently process and update information within university systems such as OnBase and Banner, focusing on recordkeeping for final credit awards, graduation, and enrollment documentation.
  • Maintain and manage official records, addressing inquiries regarding records, ensuring their accuracy and completeness, and resolving discrepancies.
  • Handle incoming mail for the Student Operations team, ensuring proper tagging, recording, scanning, and distribution to relevant personnel.
  • Conduct purging of student files in compliance with the Record Retention policy, ensuring accurate documentation disposal.
  • Retrieve student files upon request from staff and auditors, ensuring timely access to necessary information.
  • Ensure all documents are filed and digitized within a 72-hour timeframe upon receipt.
  • Review incoming student files from Admissions for completeness, tracking missing documentation, communicating requirements, and processing holds as necessary.
  • Create new student files for clinical and campus students upon their transition to clinical status.
  • Act as the primary point of contact for the Registrar's Office and Clinical Education Operations, addressing inquiries and requests for student files.
  • Collaborate closely with the Associate Registrar on nomenclature and data management within OnBase.
  • Respond to student inquiries via various communication channels, providing assistance and information as needed.
  • Perform additional duties as assigned by the Associate Registrar or University Registrar.
Essential Skills and Qualifications
  • Strong interpersonal, organizational, and communication skills.
  • Ability to engage effectively with a diverse population.
  • Commitment to teamwork and collaboration.
  • Proficient in Microsoft Office Suite, including Excel, Word, and PowerPoint, with the ability to learn new software quickly.
  • Excellent organizational, analytical, and administrative skills, with a focus on clear communication across various constituencies.
  • Familiarity with best practices in records management and registration policies.
  • Exceptional customer service abilities, with a focus on advising and supporting students.
  • High level of accuracy and attention to detail in handling sensitive materials.
  • Proficient oral and written communication skills, including active listening.
Qualifications
  • Bachelor's degree with 1-2 years of experience in a student services environment, demonstrating a comprehensive understanding of student records management.
  • Experience in interpreting policies and implementing compliance processes.
  • Knowledge of FERPA and related privacy regulations concerning student information.
  • Advanced proficiency in MS Word, Access, Excel, and PowerPoint.
Work Environment
  • This role is situated in a dynamic and collaborative office environment, which may experience occasional noise.
  • Standard office equipment, including computers and photocopiers, is utilized regularly.
  • Ability to maintain focus amidst interruptions is essential.
Work Schedule
  • The typical work week consists of 37.5 hours, Monday through Friday.
  • Flexibility to work evenings and weekends may be required.
  • Travel may be necessary as part of the role.
About University Support Services, LLC
University Support Services LLC (USS) is affiliated with St. George's University (SGU), a prominent provider of international medical education. Our mission is to support SGU in delivering exceptional educational experiences for students from diverse backgrounds. We are dedicated to fostering a global community of high-quality medical and healthcare professionals.