Specialist, Academic Records

Position Title

Specialist, Academic Records

The Academic Records Specialist is responsible for performing day‑to‑day front‑line operations and delivering high quality customer service in the Registrar’s Office. Functions include answering and responding to telephone calls; managing and maintaining the Registrar’s Office email account and calendar; sorting, opening, and distributing mail; preparing and providing official/unofficial academic transcripts, degree/enrollment verifications, and diplomas; registering students; maintaining data in the student records database and correcting discrepancies;

receiving and distributing student forms; maintaining office equipment and supplies inventory; monitoring and updating the Registrar’s Office portal site; scanning records and other documents; and researching problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification. Adherence to FERPA and all University policies is essential in ensuring the integrity, accuracy, and confidentiality of all student data. The Specialist serves as a member of the Registrar’s Office team and supports overall operations, events, and initiatives as assigned.

The position also serves as the secondary School Certifying Official (SCO) within the Office of the Registrar.

Associate’s degree required plus two years of related work experience in records and registration, or an equivalent combination of education and experience. Experience in higher education is preferred.

• Highly organized with a critical focus on detail, accuracy, and efficient workflow.
• Ability to handle confidential and sensitive information appropriately, and to maintain strict confidentiality.
• Excellent oral and written communication skills, strong customer service orientation, and ability to interact with a wide variety of people in a friendly, professional manner.
• Excellent interpersonal and cultural competency skills and demonstrated ability to communicate professionally with diverse constituencies.
• Ability to work effectively under pressure and to meet deadlines.
• Demonstrated ability to multi‑task, set priorities, and make sound judgments.
• Demonstrated ability to work independently and as a member of a team.
• Proficient in using Microsoft Office applications; experience with student information systems (e.g., Ellucian Colleague) and other web‑based student platforms.
• Strong commitment to integrity, excellence, learning, and community; commitment to professional development.
• Ability to travel between campuses as needed, and to work evenings and weekends as required.

Light work:
Exerting up to 20 pounds of force occasionally; sedentary work: data entry, talking, hearing, repetitive motions; close visual acuity; not substantially exposed to adverse environmental conditions.

• Serve as primary point of contact for inquiries and visitors to the Registrar’s Office and provide excellent frontline customer service.
• Daily: answer and respond to telephone calls; check voicemail and return calls; manage and maintain the Registrar’s Office email account and calendar; sort, open, and distribute office mail.
• Follow FERPA standards and University policies; maintain strict confidentiality.
• Use Ellucian Colleague accurately, effectively and efficiently to perform job duties; produce academic transcripts and enrollment verifications daily; generate transcript reconciliation reports and send to the Business Office monthly.
• Research problems or inquiries related to transcripts, certifications, credentials, enrollment, and/or degree verification as assigned.
• Perform enrollment actions, including adding, dropping, or withdrawing student classes; manage registration for new, non‑degree‑seeking students.
• Scan student records and other documents daily; provide support for students and faculty in using student success software platforms as directed.
• Maintain accurate data in the student records database; utilize Ellucian Colleague and Entrinsik Informer to generate, review, and analyze reports, correct discrepancies, and ensure compliance with…