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Registrar Records Coordinator
2 months ago
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 files, ensures transcript accuracy, and engages in various tasks that bolster the operations of the Registrar's office, including the orchestration of 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 in a supervisory or management capacity in a relevant field.
- Experience with official student records is essential.
- Proficient in institutional database systems (e.g., Colleague, WebAdvisor) and open to learning new data management software as required.
- Strong skills in Microsoft Office applications.
- Ability to maintain confidentiality regarding sensitive information.
- Capable of managing multiple tasks and meeting deadlines effectively.
- Familiarity with the Family Educational Rights and Privacy Act (FERPA).
- Ability to collaborate effectively within a team and across university departments.
General Expectations:
- A personal relationship with Jesus and a commitment to a vibrant Christian community.
- Exhibit Simpson University Values in all job functions.
- Adhere to the university's lifestyle policies.
- Maintain confidentiality in all aspects of the role.
- Exercise professionalism and discretion in all interactions.
- Provide excellent customer service.
- Demonstrate strong organizational and communication skills.
- Supervise staff in alignment with university policies.
- Support other departments as needed.
- Perform additional duties as assigned by the supervisor.
Key Responsibilities:
- Assess and assign course equivalencies for external courses based on faculty-approved criteria; seek faculty input as necessary.
- Oversee the transfer evaluation process and the posting of standardized test scores (CLEP, AP, IB, etc.).
- Manage the Prior Learning Assessment (PLA) evaluations for the Adult Studies program.
- Collect and ensure the accuracy of all student academic records, including transitioning data from previous systems into Colleague.
- Maintain articulation agreements with other educational institutions and assist in their development.
- Help create credit evaluation worksheets and four-year academic plans.
- Review student records at the conclusion of each term to determine academic standing and communicate relevant information to faculty and staff.
- Administer the degree awarding process at the end of each semester, including diploma printing and distribution.
- Handle requests for diploma reprints and notarizations.
- Audit graduation files and communicate any outstanding requirements to students.
- Process special transcript requests and collaborate with IT for resolution of issues.
- Manage the electronic degree audit system, ensuring updates and program substitutions are accurately entered.
- Coordinate the planning and execution of graduation ceremonies, including student participation logistics.
- Maintain an inventory of commencement supplies and diplomas.
- Assist with catalog reviews as needed.
- Act as a Designated School Official (DSO) for immigration purposes.
- Provide guidance to international students regarding federal regulations and visa requirements.
- Support administrative staff and academic advisors as required.
Departmental Collaboration:
- Serve as a liaison to Enrollment Services, collaborating with admissions counselors on student records and registration.
- Work with Student Financial Services on transfer student evaluations.
- Assist Student Development with New Student Orientation and related activities.
Committee Involvement:
- Participate in institutional committees as assigned.
- Help interpret and implement policies and procedures.
- Collaborate with leadership on program development and strategic planning.
- Manage quality assessment initiatives.
Additional Information:
This job description is intended to provide a general overview of the position and is not exhaustive of all duties and responsibilities. Responsibilities may evolve as necessary.
Physical Requirements:
Typical Working Conditions: Primarily indoors in a controlled environment.
Equipment Utilized: 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