Student Records Manager

Posted: 10/28/26
Deadline: 11/25/26
Salary: $43,819.00 - $68,013.00 Annually
Reference Number:

Saint Mary’s College of California

• Analyze, evaluate, and process incoming student records and academic documentation in accordance with established College policies, procedures, and academic requirements.
• Process transcript requests, diplomas, Academic Evaluation Changes, Independent Study and Internship Petitions, Grade Change Petitions, Declaration of Major Petitions, and other assigned academic records transactions.
• Process education, enrollment, and degree verification requests using established procedures and applicable systems.
• Review academic records and evaluations for completeness and accuracy and process authorized updates and corrections.
• Identify incomplete, inconsistent, or unusual records and refer matters requiring additional academic or policy review to the Registrar or other appropriate College official.
• Maintain accurate documentation supporting student records transactions and changes.

• Maintain the accuracy, integrity, confidentiality, and appropriate use of electronic student records.
• Create and run reports using institutional reporting systems to audit records for accuracy, completeness, and data integrity.
• Review report results, identify discrepancies or errors, and process or coordinate appropriate corrections in accordance with established procedures.
• Support systematic controls governing the creation, receipt, maintenance, use, retention, and accuracy of electronic student files and records.
• Maintain student information in applicable Student Information Systems, document imaging systems, transcript and diploma systems, and related Registrar technologies.
• Assist with identifying recurring records or data issues and communicate findings to appropriate Registrar staff.

• Research and respond to student records inquiries and requests from students, faculty, staff, and authorized external constituents.
• Provide accurate information regarding Registrar policies, procedures, academic records requirements, transcripts, diplomas, petitions, and verification processes.
• Communicate established regulations, procedures, documentation requirements, and processing timelines to students, faculty, and staff.
• Research records-related questions and provide information consistent with established College policies and procedures.
• Maintain confidentiality and appropriately safeguard student education records and personally identifiable information.
• Provide timely and professional service through telephone, email, in-person, and other established communication channels.

Other Duties as Assigned.

Education:

Associate’s degree from an accredited institution required. Bachelor’s degree preferred.

Experience:

Minimum of two (2) years of progressively responsible experience in student records, Registrar operations, higher education administration, records management, data processing, or a closely related area required. Experience working with student information systems, academic records, transcripts, diplomas, or degree and enrollment verification processes preferred.

• Knowledge of or ability to learn student records administration, Registrar operations, academic records processes, and applicable College policies and procedures.
• Demonstrated ability to analyze and process detailed student records and academic documentation accurately and consistently.
• Strong attention to detail and commitment to maintaining accurate records and data integrity.
• Ability to interpret and apply established policies, procedures, academic requirements, and records-processing…