Academic Records Specialist

5 days ago

San Marcos, California, United States Smith Chason College Full time

Job Summary:

The Academic Records Specialist at Smith Chason College is responsible for maintaining comprehensive and accurate academic records for each student, encompassing admissions information, scheduling, attendance, and grading. This individual must cultivate and sustain collaborative working relationships with campus leadership, faculty, and staff.

Key Responsibilities:

  • Maintain accurate, confidential, and audit-ready student records, including academic performance, attendance, and proof of graduation.
  • Post final grades, reports, and awards punctually as per school policy, and issue transcripts and verification letters as requested.
  • Enroll and register students each quarter, create and update academic plans, and provide student schedules.
  • Evaluate transfer credits and ensure students meet graduation requirements.
  • Create the Master Schedule of classes each quarter and participate in school events.
  • Collaborate with other administrative offices to provide coordinated support for students and actively participate in meetings and training programs.
  • Provide confidential guidance and verification letters to students, treating them with fairness, respect, and impartiality, while following HIPAA regulations and collaborating positively with other departments to foster a student-first environment.

Requirements:

  • High School Diploma or equivalent.
  • Bachelor's degree preferred.
  • Proven leadership experience in business administration required.
  • Demonstrated motivation, dedication, and enthusiasm for Smith Chason College programs, with sensitivity to the needs and requirements of adult students.
  • Ability to encourage and support students to achieve higher levels of performance and maintain accurate attendance records.
  • Proficiency in reading, writing, and speaking the English language clearly and understandably.
  • Strong character, personality, and social skills to effectively relate to staff, students, and the community, including the ability to collaborate with a variety of community groups and organizations.
  • Excellent interpersonal, oral, and written communication skills.
  • Strong technical proficiency, including computer applications/programs, internet research, database management, and analytical skills, with the ability to quickly learn new software programs as needed.
  • Ability to prioritize tasks, multi-task, perform well under pressure, and meet deadlines.
  • Positive attitude, desire to help others, self-driven, confident, and results-oriented.
  • Team player with effective verbal and written communication skills.
  • Consistently maintain a professional appearance, demeanor, and attitude.
  • Demonstrate the highest levels of integrity in all actions and interactions.

Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Must be able to stand and/or sit for prolonged periods.
  • Can independently move objects up to 25 lbs.
  • Sufficient hand, arm, and finger dexterity to operate a computer keyboard, other office machinery, and perform repetitive motions.
  • Must have sufficient hearing and speaking ability to communicate in person or on the phone/computer with others.

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