Academic Records Coordinator

Salary Range

$35.64

The Senior Administrative Assistant 2 provides high‑level, complex, and confidential administrative support within a department or division. This role serves as the office lead for administrative support staff, overseeing work processes, schedules, and task delegation. Responsibilities include managing schedules, organizing meetings, coordinating travel, overseeing faculty appointments, and processing expenses. The assistant acts as the primary point of contact for internal and external inquiries, maintaining confidentiality and professionalism.

The role requires strong organizational and communication skills, the ability to manage multiple priorities, and the capacity to work independently and as part of a team. The Academic Records Coordinator serves as a senior functional lead within the University Registrar’s Office (URO), reporting to the Academic Records Manager, and provides office‑wide coordination for complete student record maintenance and special populations processing.

The position is responsible for a broad set of lifecycle and cohort‑related transactions, including processing admit declines and postponements, creating joint‑degree term records, and managing additional unique registration scenarios. The role supports key student record activities, including language placement data entry, management of various registration holds, and resolving various other record issues in accordance with established policies and timelines. The role owns day‑to‑day stewardship of high‑impact record updates and exceptions, including processing legal name changes and SSN updates, maintaining ROTC records, and ensuring audit‑ready documentation and data integrity across student systems.

The position performs academic systems testing in response to updates, new functionality or new academic policy, and identifies and implements process improvements in standard operating procedures. In addition, the Academic Records Coordinator manages specialized identity and affiliation records, including establishing and maintaining Sponsored IDs and Spousal IDs, and supports GSAS non‑degree populations (e.g., Fox Fellows, VARGS) and monthly VAR student updates, ensuring enrollment dates are accurate and consistently maintained.

The role also processes parental reliefs and performs absentia address updates in the Student Information System, coordinating changes to ensure records remain current and compliant. As a primary service point for record‑related inquiries, the role manages shared communications channels while setting service expectations, triaging requests, coordinating responses with campus partners, and maintaining clear, consistent communication, including explanation of complex policies and business practices, with students, faculty, and staff.

Through this work, the role contributes to continuous improvement by documenting standard procedures, sharing expertise, and strengthening university‑wide data quality and operational consistency.

• Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast‑paced environment.
• Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.

• Experience in leading and overseeing administrative support staff, including task delegation and performance monitoring.
• Familiarity with higher education or academic settings, including experience with student systems and data management.
• Advanced proficiency with administrative systems such as Banner, Argos and Dynamic Forms.
• Bachelor’s degree and prior experience providing administrative support in an academic environment.