Academic Records Administrator

2 weeks ago

National City, California, United States California Institute of Arts & Technology Full time
Job Overview

Work from Home (WFH) - Remote work must be performed while residing in California

Position Reports To: Director of Student Services

Status: Exempt

Employment Type: Full-time

Position Summary
The Academic Records Administrator will spearhead efforts in student scheduling, registration processes, and forecasting student enrollment while facilitating transfer credit assessments and internal records management. This role is crucial in shaping new departmental policies, procedures, documentation, and training protocols to accommodate ongoing student enrollment growth. Additionally, this position is responsible for maintaining the accuracy, administration, and integrity of academic records in alignment with applicable regulations.

Key Responsibilities

  • Recruit, mentor, and lead a team of Records Evaluators and Enrollment Coordinators within the Student Services division.
  • Conduct staff training sessions to relay updates in internal processes, policies, or regulations related to student records and compliance.
  • Oversee student scheduling and enrollment forecasting to assist educational leadership with class assignments and staffing needs.
  • Implement registration procedures to ensure timely and accurate student enrollment and dissemination of registration information across departments.
  • Assist in the development and execution of policies and procedures regarding student registration and academic records.
  • Maintain up-to-date knowledge of catalog policies and standards related to transfer credit.
  • Collaborate with educational leadership to manage student registration modifications and monitor educational plan schedules.
  • Support ongoing registration tasks each term, including reviewing holds, bulk registration imports, and enrollment forecasting.
  • Lead compliance audits to collect and submit requested student documentation.
  • Monitor pre-evaluation requests to ensure timely processing of transfer credit evaluations and educational plans.
  • Provide unofficial and official transcripts, as well as verification documentation for various needs.
  • Act as a liaison between functional and technical teams for enrollment issues and resolutions.
  • Work with various departments to address and resolve inquiries related to graduation, registration, and academic records.
  • Audit anticipated completion dates to ensure accurate student records.
  • Evaluate students' graduation eligibility by confirming course completion, GPA, attendance, and transfer credits.
  • Adhere to documentation processes to ensure compliance with federal, state, and institutional policies.
  • Guide and support team members in collaboration with HR.
  • Ensure accurate timekeeping and performance evaluations.
  • Promote a safe and ethical work environment.
  • Stay informed on current developments in the field.

Qualifications

  • Bachelor's degree required.
  • At least five years of experience in higher education.
  • A minimum of three years managing student records and evaluations.
  • Ability to make professional assessments and maintain accuracy in record interpretation.
  • Strong commitment to student service and conflict resolution.
  • Excellent organizational and communication skills with the ability to manage multiple priorities.
  • Self-motivated with a focus on quality and timeliness.
  • Ability to handle sensitive information confidentially.
  • High ethical standards and professionalism.
  • Strong analytical and problem-solving skills.
  • Proficient in MS Office applications.
  • Flexibility to adapt to a changing environment.
  • Willingness to work outside regular hours as needed.
  • Alignment with the mission and values of the organization.

Work Environment

This position is remote and requires a suitable home office setup. Employees must maintain data security and confidentiality in accordance with company policies.

Equal Opportunity Statement

The California Institute of Arts & Technology is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics.

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