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Academic Records Coordinator

2 months ago

Gallup, New Mexico, United States Navajo Technical University Full time
Job Overview

POSITION OBJECTIVE:

Support the Registrar in managing admissions, student documentation, course planning, enrollment, transcript requests, grade appeals, graduation procedures, adherence to academic standards, and related functions.

This position outline generally describes the nature and levels of work, knowledge, skills, and abilities required. It is not intended to provide a comprehensive list of activities, duties, or responsibilities associated with this role.

KEY RESPONSIBILITIES:

  • Oversee official student documentation, including academic records and files within electronic management systems, ensuring compliance with FERPA regulations.
  • Assist in the formulation, execution, and interpretation of Admissions and Registration policies and procedures.
  • Collaborate with the Site Director/Registrar to develop the master course schedule for various locations using Jenzabar.
  • Facilitate the creation of a comprehensive course schedule for student enrollment.
  • Support the Site Director/Registrar in data collection efforts utilizing Jenzabar and Microsoft Excel.
  • Receive attendance data from faculty and adjunct instructors, inputting it into JICS, and notify relevant personnel for Early Alert purposes.
  • Engage with students and the community through various communication channels regarding recruitment, admissions, and registration, ensuring timely responses to inquiries.
  • Supervise, mentor, and guide the work of assistants and clerks involved in related tasks.
  • Assist the Registrar in generating and distributing Dean's List and Honor Roll reports.
  • Help identify students not meeting Satisfactory Academic Progress and provide guidance on academic improvement.
  • Support the Registrar in conducting graduation audits to ensure compliance with requirements, including ordering diplomas and graduation attire.
  • Prepare and provide grade reports, transcripts, enrollment verifications, attendance records, and other educational documentation as requested by students.
  • Maintain database inputs in Jenzabar for reporting purposes to the Clearinghouse.
  • Participate in committees as required and attend campus events focused on retention and recruitment.
  • Adhere to all regulatory standards for the maintenance and storage of student records.
  • Perform additional duties as assigned.

SUPERVISORY ROLE:

  • N/A

MINIMUM QUALIFICATIONS:

  • Bachelor's Degree in Education, Business, Administration, or a related field.
  • Two years of experience in student enrollment and academic record management.
  • Experience in higher education is preferred.
  • Valid state driver's license required.
  • Must successfully pass a background check with no felony convictions.

The Navajo Nation Preference in Employment Act applies to all hiring, promotions, or transfers for this position.

SKILLS AND ABILITIES:

  • Understanding of principles and practices related to undergraduate and graduate admissions.
  • Familiarity with computerized student information systems.
  • Knowledge of academic standards governing student probation, suspension, and expulsion.
  • Awareness of regulations and laws regarding student records.
  • Understanding of accreditation and certification standards.
  • Proficiency in operating business computers and office equipment, particularly in a Windows environment, including Microsoft Word, Excel, Access, and presentation software.
  • Database management and recordkeeping skills.
  • Exceptional customer service abilities, including handling challenging situations independently.
  • Strong organizational and prioritization skills.
  • Ability to create, compose, and edit written materials effectively.
  • Capability to develop and maintain recordkeeping systems and procedures.
  • Ability to make administrative decisions and judgments.
  • Competence in gathering data, compiling information, and preparing reports.
  • Ability to follow verbal and written instructions accurately.
  • Skill in establishing and maintaining professional relationships with individuals from diverse backgrounds and with colleagues at all levels.
  • Commitment to maintaining confidentiality.
  • Ability to manage multiple tasks and meet deadlines.
  • Effective communication skills in both Navajo and English.
  • Ability to work collaboratively as part of a team in a structured environment.

PHYSICAL REQUIREMENTS:

  • While performing job duties, the employee may need to sit for extended periods, walk, and stand.
  • Use hands for dexterity and repetitive movements.
  • Normal auditory and visual acuity, along with verbal communication skills, are required.
  • The employee may occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT:

  • Work is typically conducted in an office setting with standard noise levels.
  • Frequent tight deadlines and multiple demands are expected.
  • Evening and/or weekend work may be necessary, along with extended hours and irregular shifts.