Registrar Records Coordinator

2 weeks ago

Redding, California, United States Simpson University Full time
Position Overview

Role Summary: This pivotal role is essential for the upkeep of academic documentation at Simpson University. The Academic Records Specialist oversees the evaluation of transfer credits, manages the Degree Audit system, conducts audits of graduation agreements, verifies transcript accuracy, and executes various tasks that facilitate the record-keeping and daily operations of the Registrar's office. Additionally, this position coordinates all activities related to graduation ceremonies.

Qualifications:

  • Bachelor's degree is mandatory.
  • At least one year of experience in an academic environment, ideally within a Registrar's Office or similar student support role.
  • A minimum of three years of supervisory or management experience in a relevant field.
  • Familiarity with handling official student records is essential.
  • Competence in institutional database applications (e.g., Colleague, WebAdvisor) and a readiness to learn new data management systems as required.
  • Proficiency in Microsoft Office applications.
  • Ability to maintain confidentiality regarding sensitive information and records.
  • Strong organizational skills with the capacity to manage multiple priorities and deadlines.
  • Understanding of the Family Educational Rights and Privacy Act (FERPA).
  • Capability to collaborate effectively within a team and across various university departments.

General Expectations:

  • A personal relationship with Jesus and a commitment to Christian values and community.
  • Exhibit Simpson University values in all job functions.
  • Adhere to the university's lifestyle policies as outlined in the Staff Handbook.
  • Maintain confidentiality of sensitive information and records.
  • Exercise professionalism, tact, and discretion in all interactions.
  • Demonstrate excellent customer service skills.
  • Exhibit strong organizational and communication abilities.
  • Supervise staff in accordance with university policies.
  • Support the operational needs of other departments as necessary.
  • Perform additional duties as assigned by the immediate supervisor.

Key Responsibilities:

  • Assess and assign course equivalencies for external courses based on faculty-approved criteria; gather faculty input as needed.
  • Oversee the transfer evaluation process and the posting of standardized test scores (CLEP, AP, IB, etc.).
  • Implement and manage the Prior Learning Assessment (PLA) for the Adult Studies program.
  • Collect, maintain, and verify the accuracy of all current and historical student academic records, including transferring data from previous systems into Colleague.
  • Maintain articulation agreements with other institutions and assist in their development as required.
  • Assist in creating credit worksheets and four-year academic plans.
  • Evaluate student records at the conclusion of each term to determine academic standing and dean's list eligibility; communicate findings to relevant staff and faculty.
  • Manage the degree awarding process at the end of each semester, including posting degrees, overseeing diploma printing, and distributing diplomas.
  • Process requests for diploma reprints and notarizations.
  • Audit graduation agreement files and communicate outstanding requirements; advise graduating students in collaboration with their faculty advisors.
  • Handle transcript requests that require special attention and coordinate with IT for resolution of conversion issues.
  • Maintain and update the electronic degree audit system within the student information system, ensuring annual program updates and entering program substitutions.
  • Plan and execute graduation ceremonies, managing all processes related to student participation.
  • Maintain an inventory of commencement supplies and diplomas.
  • Assist with catalog reviews.
  • Serve as a Designated School Official (DSO) for immigration purposes.
  • Advise international students on federal regulations and visa requirements.
  • Provide support to administrative staff, the Assistant Registrar, and academic advisors as needed.

Departmental Collaboration:

  • Act as a liaison to Enrollment Services, collaborating with admission counselors to review student records and special programs.
  • Coordinate with Student Financial Services regarding transfer student evaluations.
  • Work with Student Development on initiatives such as New Student Orientation and the Academic Student Center.

Committee Participation and Policy Development:

  • Participate in institutional committees as assigned.
  • Interpret, develop, and implement policies related to undergraduate activities.
  • Collaborate with leadership on program development and administration, contributing to the maintenance of the Simpson University Strategic Plan.
  • Manage quality assessment initiatives.

Additional Information:

This job description is intended to provide a general overview of the responsibilities and requirements of the position. Duties and responsibilities may evolve over time.

Physical Requirements:

Job Title: Academic Records Specialist

Typical Working Conditions: Indoors in a controlled environment.

Equipment Used: Computer, scanner, copier, and other office equipment.

Essential Physical Tasks: Primarily involves sitting for extended periods while using a computer.

Salary Range: $20.00-$25.00 hourly

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